Join Team Bento and be a part of our group of companies which operates more than 12000 locations globally. With operations across Canada and United States, Bento brings together a dynamic team of people with diverse backgrounds, experience, and talent, to create an exceptional guest experience.

Location and Hours

- Head Office: 25 Sims Crescent, Richmond Hill, ON L4B 1C9 | Monday to Friday: 8:30 am to 5:00 pm
- This is a full time in-office role at 25 Sims Crescent.

Job Responsibilities:

We are looking for a personable and self-motivated Head Office Administrative Coordinator to support our Richmond Hill Head Office. As a member of the People Operations team, you will play a vital role in managing administrative tasks, supporting cross-functional teams, and maintaining a professional, well-organized, and welcoming office environment.

Office & Facilities Management

- Serve as the main point of contact at the front desk: greet visitors, manage sign-in/out, answer calls, and notify team members of guest arrivals.
- Conduct daily walkthroughs of boardrooms, open areas, and the kitchen to ensure cleanliness and restocking of supplies.
- Act as the primary coordinator for office facilities, maintenance services, vendors, and workplace-related issues to ensure a safe, functional, and well-maintained office environment.
- Manage all incoming and outgoing mail, including postage, couriers, and internal distribution.

Meeting & Event Coordination

- Book and coordinate boardrooms and meeting rooms.
- Arrange catering, beverages, and supplies for internal meetings, including leadership and strategy sessions.




- Organize and coordinate internal and external meetings, training sessions, corporate events, and related logistics, including venue arrangements, room setup, materials, catering, and participant support.
- Support internal celebrations such as bi-monthly birthdays (e.g. cake, catering, group emails, decorations, gift cards).

Administrative & Departmental Support

- Provide comprehensive administrative and operational support across departments, coordinating activities, tracking requests, facilitating cross-functional initiatives, and supporting day-to-day business operations.
- Draft and distribute employment-related letters (e.g. confirmations, changes).
- Support employee lifecycle administration, including employee onboarding, offboarding, employment documentation, employee data administration, system updates, and coordination of related processes and resources.
- Coordinate Too Positive To Go pickups.
- Support departmental administrative processes, including document management, expense administration, records tracking, mail and correspondence coordination, distribution of business documentation and resources, and coordination with internal stakeholders
- Coordinate complex travel arrangements and logistics for employees and leadership, including transportation,



accommodations, itinerary changes, authorizations, group bookings, and time-sensitive requests
- Develop, maintain, and document administrative processes, procedures, and best practices to support operational efficiency and continuous improvement.

Internal & External Communications

- Manage and support internal communications, company announcements, employee engagement initiatives, and corporate reporting activities.
- Coordinate sending of customer relations materials (letters, gift cards, coupons) for QA and Marketing teams.
- Package and ship influencer swag, contest prizes, and promotional items.
- Support engagement with the Foundation, Engagement Collective, Joint Health and Safety Committee by assisting with communication tasks.

Qualifications

- Minimum of 2 years of experience in an administrative role. A combination of education and/or experience will be considered.
- Excellent professional and interpersonal skills, both verbal and written, to communicate effectively with staff and management.
- Computer savvy and proficient in Microsoft Suite i.e. Word, Excel, PowerPoint, Outlook, MS Teams.
- Ability to work independently and carry out assignments with minimal supervision.
- Ability to prioritize multiple tasks effectively, with a focus on exceeding expectations and a 'happy to help' attitude.
- Attention to detail and accuracy in performing tasks.
- Must demonstrate good judgment, the ability to keep confidentiality, and adherence to company policies and procedures.
- Access to a vehicle required.

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📌 Head Office Administrative Coordinator (Canada)
🏢 Bento
📍 Canada