Office Administrator Coordinator – NAVACORD
TORONTO, ON | Reporting to: Executive Assistant to the President & CEO
POSITION OVERVIEW
The Office Administrative Coordinator is responsible for managing all administrative and office support functions at Navacord. Reporting to the Executive Assistant to the President & CEO, this role plays a critical part in ensuring smooth daily operations and maintaining a positive workplace environment. The Office Administrative Coordinator will ensure adherence to company policies, particularly related to health and safety standards, while handling a broad range of clerical and administrative tasks. This is a full-time in-office role, located at 199 Bay Street, Suite 4100, Toronto, ON. The ideal candidate will be highly organized, proactive, and capable of multitasking in a fast-paced environment to contribute to the efficiency and productivity of the office
RESPONSIBILITIES:
OFFICE MANAGEMENT:
- Serve as the first point of contact for all visitors, vendors, service providers, and building maintenance.
- Coordinate the visitor pass cards for all broker partner presidents and guests.
- Coordinate all permanent pass cards for full time Navacord employees with the CEO’S EA.
- Coordinate service requests with building maintenance.
- Process all office related invoices.
- Maintain a clean and organized office environment, including daily maintenance:
- Coffee machines – starting the machine and cleaning them daily, replenish milk as required.
- Replenish all refrigerators daily and with beverages.
- Stock copy room with paper and office supplies weekly.
- Ensure kitchens and kitchenettes are clean throughout the day and dishwashers are unloaded and loaded daily.
- Coordinate food and beverage orders with the CEO’s EA. Coordinate office supply inventory and procurement as required.
- Manage meeting room bookings through outlook to avoid duplicate bookings.
- Act as fire warden to ensure the office facilities are in compliance with safety regulations and attend training as required.
- Manage incoming and outgoing mail and courier requests on behalf of office.
EVENT COORDINATION:
- Provide administrative support to Navacord corporate team. i.e.: expense reconciliation, travel coordination, meeting coordination and calendar management as required.
- Coordinate office catering for Navacord Corporate team and
visitors. - Work with the CEO’s EA to assist with coordinating all in office
events. - Provide support to the EA team as required.
- Take on special projects and administrative tasks as needed to
support the overall functioning of the corporate office.
HR SUPPORT
- Assist in the onboarding process for new employees, including preparing workspaces.
- Create all security badges for new hires, name plates (if applicable) and ordering of all business cards.
- Coordinate office seating arrangements for business units and assign desks, phones, and other assets as necessary. Update floorplans and arrange hoteling area.
- Manage the instruction of new hires on office policies and procedures regarding health and safety, provide an in-office tour and prepare welcome kits.
OTHER DUTIES:
- Take on special projects and administrative tasks as needed to support the overall functioning of the office.
REQUIREMENTS:
- 3+ years of building maintenance experience in an office setting.
- Ability to handle office management issues professionally and take initiative when necessary.
- Professional demeanor and business attire.
- Excellent ability to communicate effectively, both in oral and written form.
- Strong interpersonal skills with the ability to build effective working relationships with all levels of organization and with external stakeholders.
- Diplomatic with ability to exercise confidentiality.
- Strong organizational skills that reflect ability to perform and prioritize multiple competing tasks seamlessly.
- Strong attention to detail and ability to work in a fast paced/team environment with excellent organizational skills.
- Team player, willing and able to adapt to change.
- Proficient in MS Office Suite (Word, PowerPoint, Excel).
Qualified candidates are invited to email their resume and cover letter to careers@navacord.com
BUILDING THE GREAT CANADIAN BROKERAGE
Navacord is a leading insurance and risk management brokerage created to keep the Canadian entrepreneurial spirit alive. Led by a passionate and engaged partnership group, Navacord Broker Partners are committed to the success of their clients by delivering expert advice in an increasingly complex world which allows them to face the future with confidence.
✓ Fastest Growing Multiline Brokerage in Canada
✓ 3,500+ Employees
✓ 74,500+ Commercial Clients
✓ ~$750m Revenue
✓ 66% B2B (Commercial & Benefits)
✓ 29% B2C (Personal Lines)
✓ 5% Underwriting Solutions
✓ ~$3.5 Billion Annual Premium