Office Coordinator

Location:

Toronto, ON, CA, M5J 2M2

At Alto, we are actively contributing to the transformation of Canada's future with our high-speed train project connecting Quebec City and Toronto. With the support of the Government of Canada, this innovative project aims to improve the quality of life of our citizens, strengthen ties between communities and stimulate economic growth.

Would you like to take on a stimulating, high-impact challenge? We are looking for an Office Coordinator based in Toronto

The role

We are looking for an Office Coordinator for our Toronto office. Reporting to the Director, Security, your role is to ensure the efficiency and fluidity of the office's daily operations, by welcoming visitors, managing meeting spaces and common areas, while supporting teams in their administrative needs. This role is 5 days a week, in person, at the office.

The responsibilities

Greet and respond to visitor and customer requests.
Handle incoming and outgoing mail, including welcoming delivery personnel and distributing parcels.
Ensure office supply inventories are sufficient. Place orders for stationary, kitchen supplies and general maintenance services (repairs, cleaning, etc).
Ensure proper organization of meeting rooms (reservation, preparation, equipment layout, etc.).
Coordinate the scheduling of conference rooms in collaboration with the administrative support staff of the various teams.
Help organize corporate and social activities as well as events throughout the year.
Ensure the general cleanliness and orderliness of common work areas, including making sure the kitchen is clean and that dishes are not left lying around.
Help executive assistants order food and catering services or senior management meetings.
Participation in the Occupational Health & Safety Committee as an office floor warden
In support of the Security and IT teams:
- Distribute ID and Access passes to employees when necessary.
- Monitor the Security Services inbox to ensure requests are responded to in a timely manner.
- Assist in collecting required information for building access and security clearance.

The requirements

Diploma in secretarial, administration, or another related field.
Minimum of 3 to 5 years experience in a receptionist, administrative support or similar role.
Proficiency in office automation tools, including Microsoft Office Suite.
Excellent customer service skills.
Ability to multi-task and work independently.
Organizational skills and attention to detail.
Sense of initiative and ability to exercise discretion.
Excellent written and verbal communication skills in French and English, an asset.

Why join our innovative team?

Basic Group insurance paid for you and your family, including medical, dental, life, disability, etc.
A pension plan and saving options (RRSP and TFSA)
Flexible benefits: access to wellness and health accounts to support your lifestyle
Vacation based on experience, available as soon as you're hired
Incentive bonus program
Work in flexible hybrid mode
A work environment that encourages initiative, innovation and forward-thinking solutions
A unique opportunity to craft the future of transportation in Canada

We work to create high-performance, diversified teams

At Alto, we believe in the power of diverse teams. We aspire to provide an inclusive and equitable work environment where everyone can develop and flourish. Alto offers equal employment opportunities to all and invites qualified individuals, regardless of their identity, origin or situation, to apply.

Please let us know if you need any adjustments during the recruitment process. We will do our utmost to provide you with a fair and pleasant experience, while keeping any adjustments confidential.

Please note that we will communicate only with those candidates whose applications are selected for further consideration. To find out more about the entire project, visit Alto - Home.