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About the Role
META Employment Services is seeking an organized, client-focused Office Coordinator to support day-to-day operations at our Etobicoke location. This role ensures the office operates efficiently, provides an exceptional first point of contact for clients, and supports program delivery through strong administrative, reception, data-management, and operational coordination skills. The Office Coordinator will also provide day-to-day team leadership and operational support, helping coordinate workflow, supporting team members, reinforcing service expectations, identifying process improvements, and ensuring operational issues are addressed promptly.
Responsibilities
- Provide front desk reception, greet clients, respond to inquiries, and maintain a welcoming, professional, and organized office environment.
- Manage incoming calls, emails, and general inboxes, ensuring inquiries are responded to or directed appropriately.
- Conduct initial eligibility and intake conversations, schedule appointments, send reminders, and ensure clients complete required pre-appointment documentation.
- Conduct client follow-ups by phone, text, and email, ensuring required interactions and notes are accurately documented in the client database.
- Support clients with basic technology needs, service navigation, and general program information.
- Coordinate day-to-day office operations, including supplies, deliveries, room and meeting bookings, equipment, and facility needs.
- Perform accurate data entry, maintain tracking and filing systems, and support the preparation of monthly program reports.
- Monitor and process incoming referrals through email and database systems in accordance with program requirements.
- Coordinate workshops and event registrations, calendars, and on-site logistics, including payment collection and reconciliation where required.
- Track and reconcile cashboxes, petty cash, and other payments, ensuring accuracy and timely submission of required reports.
- Support social media and marketing activities, including creating and scheduling content and assisting with promotional materials.
- Assist with planning and coordinating community events, outreach activities, and informational sessions to promote META services.
- Provide general administrative and operational support to staff as required.
- Work closely with the Site Supervisor to coordinate daily priorities, workflow, client needs, and operational requirements.
- Provide day-to-day guidance and support to team members, helping clarify priorities, processes, and service expectations.
- Help coordinate and delegate operational tasks to ensure deadlines, client needs, and program requirements are met.
- Support team members with problem-solving and provide constructive coaching and feedback when appropriate.
- Promote accountability by following up on assigned responsibilities, documentation requirements, service standards, and operational commitments.
- Help maintain consistent client-service, administrative, documentation, and office standards across the team.
- Identify gaps, inefficiencies, or recurring operational issues and work collaboratively with the Site Supervisor and team to develop and implement practical improvements.
- Support the implementation of new procedures, systems, and operational changes and help team members adapt to changing requirements.
- Take initiative to resolve day-to-day operational issues while recognizing when a matter requires involvement from the Site Supervisor or other management.
- Escalate significant client, employee, privacy, safety, financial, or operational concerns to the appropriate manager.
- Provide practical leadership during periods of high workload, competing priorities, unexpected staffing issues, or other operational pressures.
- Support the orientation and day-to-day onboarding of new team members as required.
- Contribute to a collaborative, respectful, accountable, and solutions-focused team environment.
- Perform additional duties as assigned.
Requirements
- Minimum 2 years of experience in administration, office coordination, reception, client service, or a related role.
- Demonstrated experience taking initiative, coordinating work, supporting colleagues, or assuming informal or formal leadership responsibilities.
- Demonstrated leadership skills, including the ability to positively influence, support, motivate, and provide direction to colleagues.
- Experience acting as a team lead, senior team member, shift lead, project lead, or in another position involving coordination of others is considered an asset.
- Demonstrated ability to identify operational problems, take initiative, and implement practical solutions.
- Comfortable providing constructive feedback, reinforcing expectations, and respectfully addressing situations where commitments or standards are not being met.
- Strong judgment and the ability to recognize which issues can be resolved independently and which require management involvement.
- Demonstrated ability to work with diverse populations, including individuals with disabilities or complex barriers.
- Advanced computer skills, including Microsoft Office Suite, databases, and internet-based research tools.
- Highly organized and detail-oriented, with demonstrated ability to manage multiple priorities in a fast-paced environment.
- Ability to work efficiently and accurately under pressure and adapt to changing priorities and operational requirements.
- Strong interpersonal and communication skills, with the ability to build collaborative working relationships while maintaining appropriate professional boundaries.
- Experience working in a high-volume customer-service or sales environment is considered an asset.
- Experience in employment services or social services is considered an asset.
- Access to reliable transportation for work-related travel.
- Satisfactory Criminal Record Check, including Vulnerable Sector Screening, required as a condition of employment.
Skills
- Administrative skills
- Office coordination skills
- Reception skills
- Client service skills
- Data management skills
- Operational coordination skills
- Team leadership skills
- Problem-solving skills
- Microsoft Office Suite
- Databases
- Internet-based research tools
- Interpersonal skills
- Communication skills
Location
- Etobicoke: ON - On-site
Work Type
- Full Time
- 1 - Year Fixed Term Contract
- On-site
Experience Level
- Minimum 2 years of experience
- Experience acting as a team lead, senior team member, shift lead, project lead, or in another position involving coordination of others is considered an asset.
Education Level
- Post-secondary education in Office Administration, Business Administration, or a related field.
- A combination of relevant education and experience will also be considered.
Salary/Compensations
- $32.26/hours
Benefits
- Workplace safety and security support
About the Company
- META Employment Services is committed to fostering an inclusive, equitable, and accessible environment where all employees feel valued, respected, and supported.
Equal Opportunity
- META Employment Services is an Equal Opportunity Employer.
- Accommodation available at any stage of the recruitment process.