POSITION SUMMARY

META Employment Services is seeking an organized, client-focused Office Coordinator to support day-to-day operations at our Etobicoke location. This hands-on role is responsible for ensuring the office operates efficiently, providing an exceptional first point of contact for clients, and supporting program delivery through robust administrative, reception, data-management, and operational coordination skills.

Working closely with the Site Supervisor, the Office Coordinator will also provide day-to-day team leadership and operational support. This includes helping coordinate workflow and priorities, supporting and coaching team members, reinforcing service and documentation expectations, identifying opportunities to improve office processes, and helping ensure that operational issues are addressed promptly and effectively.

The successful candidate will be someone who can balance their own administrative responsibilities with the ability to take initiative, positively influence others, solve problems, and help keep the team organized, accountable, and focused on delivering high-quality client service.

EMPLOYMENT DETAILS

Employment Type: Full Time 37.5 hours/week, 1 - Year Fixed Term Contract

Compensation: $32.26/hours

Work Location: Etobicoke: ON - On-site

Travel: Occasional travel to other META or community locations may be required.

ROLES AND RESPONSIBILITIES

Office Operations & Client Service

- 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.

Team Lead & Operational Support

- 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 ope

📌 Office Coordinator (Canada)
🏢 Meta Employment Services
📍 Canada