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About the Role

The Office Administrator/Facilities Coordinator ensures the smooth day-to-day operation of the office by providing comprehensive administrative and facilities support. This role is responsible for creating a welcoming, well-organized, and productive workplace environment, serving as a key point of contact for office operations and fostering a positive workplace culture.

Responsibilities

• Perform general office cleaning, organization, and upkeep, including maintaining the exterior appearance of the building.
• Coordinate with external vendors and service providers for maintenance, repairs, cleaning services, and office supplies.
• Manage office supply inventories, including ordering, receiving, and replenishing materials.
• Organize and coordinate office lunches, meetings, employee events, and other workplace activities.
• Welcome and assist visitors, clients, and employees in a professional, courteous, and friendly manner.
• Maintain a clean, organized, and inviting reception area.
• Purchase groceries, snacks, coffee/tea, and other office necessities.
• Receive, sort, and distribute incoming mail and packages, and coordinate outgoing shipments and courier services.
• Process and submit expense reports, ensuring accuracy and timeliness.
• Provide general administrative support to the team, assisting with ad hoc projects and office-related tasks.
• Prepare meeting rooms by ensuring furniture, equipment, technology, and materials are set up and ready for use.
• Support the onboarding process for new employees, including workstation setup and equipment coordination.
• Assist with employee offboarding by coordinating the return of company property and preparing workspaces.
• Identify opportunities to improve employee experience and office effectiveness.
• Provide administrative and operational support to senior leadership.
• Support employee engagement initiatives and workplace experience programs.

Requirements

• Exceptional attention to detail and commitment to maintaining high standards.
• Strong organizational, time-management, and multitasking skills.
• Professional verbal and written communication skills.
• Resourceful and proactive approach to projects and problem-solving.
• Ability to thrive in a fast-paced entrepreneurial environment.
• Strong interpersonal skills with the ability to build trust and credibility.
• Ability to maintain confidentiality and exercise sound judgment.
• Open to feedback and committed to continuous improvement.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and common office technology.
• Dependable and professional.
• Ability to work independently and collaboratively within a team.
• Ability and willingness to perform light physical duties including office setup, inventory management, facilities maintenance, general upkeep, and light cleaning.
• Experience managing office operations, including supplies, vendor relationships, mail distribution, and expense reporting is considered an asset.
• Comfortable supporting senior leaders, managing multiple competing priorities, and proactively responding to evolving needs.

Skills

• Organization
• Time-management
• Multitasking
• Communication (Verbal and Written)
• Customer Service
• Problem-solving
• Interpersonal Skills
• Confidentiality
• Judgment
• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Office Technology
• Collaboration

Location

• Toronto, ON

Work Type

• In-office
• Full-time
• Permanent

Salary/Compensations

• $50,000 - $60,000

About the Company

• WeShall Investments is a premier mid-market private equity firm with a diverse portfolio of investments across Canada, the United States, and the Caribbean.
• Headquartered in Toronto, the firm partners with exceptional entrepreneurs and high-potential businesses by providing strategic capital, operational expertise, and valuable industry connections to drive sustainable growth and long-term success.
• Guided by its core values of diversity, integrity, collaboration, and excellence, WeShall Investments is committed to creating both strong financial returns and meaningful social impact by expanding access to opportunity, supporting innovative businesses, and fostering positive change in the communities it serves.