Administrative Coordinator (Permanent | On-Site | Downtown Toronto)

Details

Contract: 6 months (strong possibility to go permanent)

Schedule: Full-Time, On-Site

Location: Downtown Toronto, Ontario (Walking Distance from Union Station)

Rate: $25-31 per hour

About the Company

Our client is a well-established and respected investment management firm located in the heart of downtown Toronto. With a collaborative and professional environment, the organization is dedicated to delivering exceptional service to clients while fostering a positive and supportive workplace culture. The team values attention to detail, professionalism, and a proactive approach to office operations.

The Opportunity

We are seeking an experienced Administrative Coordinator to support the day-to-day operations of a busy corporate office. Reporting directly to the Chief Financial Officer, this role is responsible for overseeing front desk and reception activities, coordinating office operations, supporting accounts payable processes, and ensuring a positive experience for clients, visitors, and employees.

This position offers a diverse blend of administrative, operational, facilities, and accounting responsibilities. Approximately 30% of the role will focus on accounts payable administration and executive expense processing, while the remainder will support office coordination, vendor management, meeting logistics, and general administration. The ideal candidate is highly organized, professional, proactive, and comfortable wearing multiple hats in a rapid-paced office environment.

Key Responsibilities





- Manage the reception area and serve as the first point of contact for visitors, clients, couriers, and vendors
- Coordinate boardroom bookings, meeting schedules, and hospitality requirements for clients and prospective partners
- Maintain and organize two office kitchens, including stocking supplies and ensuring a clean, professional environment
- Support the processing, reconciliation, and approval of executive expense reports
- Assist the CFO with accounts payable administration, including invoice entry, tracking, and payment coordination
- Manage office supply inventories and coordinate IT equipment requests for new employee onboarding
- Develop and maintain strong relationships with external vendors and service providers
- Assist with document preparation, filing, and records management
- Coordinate internal events, team-building activities, and office functions
- Provide administrative support to leadership and employees across the organization
- Monitor office facilities and proactively address operational needs
- Support special projects and ad hoc administrative initiatives as required
- Ensure confidentiality when handling sensitive company and employee information
- Contribute to a welcoming, organized, and efficient workplace environment

What You Bring

- Minimum 5 years of experience in an administrative,



office coordination, executive support, or reception capacity
- Experience supporting accounts payable processes, invoice management, expense reporting, or related accounting functions
- Strong organizational and time management skills with the ability to effectively manage multiple priorities
- Excellent verbal and written communication skills with a professional and customer-focused approach
- Strong attention to detail and a high level of accuracy in administrative and financial tasks
- Demonstrated ability to work independently in a proactive and self-directed manner
- Comfortable managing front desk responsibilities and interacting with clients, vendors, and senior stakeholders
- Strong financial acumen and willingness to learn new systems and processes
- Intermediate proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
- Ability to quickly learn new technologies, software platforms, and office systems
- High level of discretion when handling confidential or sensitive information
- Experience supporting office operations, facilities coordination, vendor management, or event planning is considered an asset
- Must be fluent in English and eligible to work in Canada

What You Need to Do Now

If you meet the requirements and are interested in this opportunity, please apply directly.

Thank you for your interest. Only candidates selected for an interview will be contacted.

This posting represents an existing vacancy within the organization.

AI tools may be used as part of the screening process.

📌 Administrative Coordinator - toronto
🏢 Hays
📍 Toronto