About the Position

We are looking for a professional, organized, and dependable Administrative Coordinator to join our team.

This is a key administrative position that combines front-desk reception with executive and office support. The successful candidate will be the first point of contact for visitors and callers while also providing day-to-day administrative support to senior management.

The ideal candidate is friendly and professional, highly organized, comfortable handling confidential information, and able to manage multiple priorities in a busy work environment. This position would be well suited to someone who enjoys being the person who keeps things organized, follows through on details, and helps the office run smoothly.

Key Responsibilities

Reception & Office Administration

- Greet visitors, contractors, suppliers, and employees in a professional and welcoming manner
- Answer and direct incoming telephone calls and general inquiries
- Monitor general email correspondence and direct inquiries to the appropriate person
- Receive and distribute mail, courier deliveries, documents, and packages
- Maintain a professional, organized reception and common office area
- Order and maintain office and kitchen supplies
- Assist with scanning, filing, photocopying, document preparation, and electronic record organization
- Coordinate couriers, deliveries, appointments, and other general office requirements
- Assist with employee and company events, meetings, lunches, and special functions
- Provide general administrative assistance to other departments when required
- Manage and maintain the company’s social media accounts, including creating, scheduling, and posting company updates, project highlights, employee recognition, events,



and other relevant content.

Executive Assistance

- Provide direct administrative support to senior management
- Manage calendars, appointments, meetings, and scheduling
- Coordinate meetings, including preparing materials, arranging meeting rooms, and organizing refreshments when required
- Prepare correspondence, letters, reports, presentations, spreadsheets, and other documents
- Assist with travel arrangements, accommodations, itineraries, and reservations
- Track follow-ups, deadlines, and outstanding items on behalf of management
- Organize and maintain confidential files and executive records
- Assist with expense reports, receipts, credit-card documentation, and other administrative paperwork
- Support management with special projects and time-sensitive requests
- Exercise discretion when handling confidential employee, financial, business, and management information
- Anticipate administrative needs and proactively follow up on outstanding items

Qualifications

- Previous experience in reception, office administration, executive assistance, or a similar administrative role
- Good working knowledge of Microsoft Outlook, Word, Excel, Teams, and Microsoft 365
- Excellent verbal and written communication skills
- Strong organizational and time-management abilities
- High level of attention to detail and accuracy




- Qualified telephone and in-person manner
- Ability to prioritize competing requests and adapt when priorities change
- Comfortable working independently and taking initiative
- Strong judgment and discretion when handling confidential information
- Reliable, punctual, and able to follow tasks through to completion

What We're Looking For The right person for this role will be:

- Professional and approachable, particularly when dealing with visitors, employees, customers, and suppliers
- Organized, with the ability to keep track of schedules, documents, deadlines, and follow-ups
- Proactive, recognizing what needs to be done without always waiting to be asked
- Detail-oriented, especially when preparing documents or handling confidential information
- Adaptable, because priorities can change quickly in a busy office
- Discreet and trustworthy, with good judgment around sensitive business information
- A strong communicator, both verbally and in writing
- A team player who is willing to assist wherever needed

Why Join Us? This position offers the opportunity to take on a central role within the organization. You will work closely with senior management while also interacting with employees, customers, suppliers, contractors, and visitors across the business.

For someone who enjoys variety, organization, and being involved in the day-to-day operation of a company, this role offers a good balance of executive support, administration, and people interaction.

Pay: $45,000.00-$50,000.00 per year

Benefits

- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Work Location: In person

📌 Administrative Coordinator (Halifax Regional Municipality)
🏢 Ocean Contractors
📍 Halifax Regional Municipality