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 strong 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: Occassional 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 operational pressures.
- Support the orientation and day-to-day onboarding of new team members as required.
- Contribute to a collaborative, respectful, accountable, and solutions-focused team environment.
- Perform additional duties as assigned.
QUALIFICATIONS AND EDUCATIONAL REQUIREMENTS
- Minimum 2 years of experience in administration, office coordination, reception, client service, or a related role.
- Demonstrated experience taking initiative, coordinating work, supporting colleagues, or assuming informal or formal leadership responsibilities.
- Post-secondary education in Office Administration, Business Administration, or a related field. A combination of relevant education and experience will also be considered.
- Demonstrated leadership skills, including the ability to positively influence, support, motivate, and provide direction to colleagues.
- Experience acting as a team lead, senior team member, shift lead, project lead, or in another position involving coordination of others is considered an asset.
- Demonstrated ability to identify operational problems, take initiative, and implement practical solutions.
- Comfortable providing constructive feedback, reinforcing expectations, and respectfully addressing situations where commitments or standards are not being met.
- Strong judgment and the ability to recognize which issues can be resolved independently and which require management involvement.
- Demonstrated ability to work with diverse populations, including individuals with disabilities or complex barriers.
- Advanced computer skills, including Microsoft Office Suite, databases, and internet-based research tools.
- Highly organized and detail-oriented, with demonstrated ability to manage multiple priorities in a fast-paced environment.
- Ability to work efficiently and accurately under pressure and adapt to changing priorities and operational requirements.
- Strong interpersonal and communication skills, with the ability to build collaborative working relationships while maintaining appropriate professional boundaries.
- Experience working in a high-volume customer-service or sales environment is considered an asset.
- Experience in employment services or social services is considered an asset.
- Access to reliable transportation for work-related travel.
- The successful candidate will be required to provide a satisfactory Criminal Record Check, including Vulnerable Sector Screening, as a condition of employment.
WHAT SUCCESS LOOKS LIKE
The successful Office Coordinator will:
- Keep the Etobicoke office organized, responsive, and running smoothly.
- Anticipate operational needs and address issues before they interfere with client service.
- Balance hands-on administrative responsibilities with helping coordinate and support the work of others.
- Build positive relationships while being comfortable reinforcing expectations and following up on commitments.
- Take initiative when processes can be improved rather than waiting to be directed.
- Identify practical solutions and involve colleagues appropriately when implementing improvements.
- Remain calm, organized, and solutions-focused when priorities compete or unexpected issues arise.
- Demonstrate sound judgment about when to make a decision, when to involve others, and when to escalate an issue to the Site Supervisor.
- Help maintain consistent standards for client service, documentation, administration, and office operations.
- Positively influence colleagues and help create a team environment where employees communicate, collaborate, and take accountability for delivering high-quality service.
ADDITIONAL NOTES
- This is an on-site position based primarily at META's Etobicoke office.
- Occasional travel outside the office or to other META locations may be required.
- The position may occasionally require work outside standard business hours based on operational or service needs.
- All staff are expected to perform their duties in a manner that supports workplace safety and security.
Artificial intelligence is not used to screen, assess, or select applicants for this role.
This posting is to fill an existing position.
Equal Opportunity & Accommodation
META Employment Services is an Equal Opportunity Employer committed to fostering an inclusive, equitable, and accessible environment where all employees feel valued, respected, and supported.
If you require accommodation at any stage of the recruitment process, please contact META Employment Services at (613) 966-9069 or hr@metaservices.ca.
