We are looking for an Administrative Coordinator to join our team in Thornhill, Ontario on a Contract basis for a 6–12 month term. This position supports daily office operations with a strong focus on mailroom administration, internal service coordination, and event logistics. The successful candidate will bring prior office and mailroom experience, communicate effectively with internal stakeholders, and adapt smoothly to changing priorities in a detail-focused environment.
Responsibilities:
- Oversee day-to-day mailroom activities by receiving, sorting, and distributing incoming mail, packages, and courier deliveries accurately and efficiently.
- Prepare outgoing shipments and coordinate courier requests using online shipping platforms, ensuring timely dispatch and proper documentation.
- Operate mailroom equipment and keep the workspace orderly, functional, and well maintained at all times.
- Manage larger mail distribution projects and bulk mailouts with careful attention to timelines and accuracy.
- Support in-house mail services as operations are managed internally, helping maintain consistent and reliable delivery processes.
- Work closely with project managers and internal teams to arrange meeting rooms, coordinate catering, and assist with event setup requirements.
- Take initiative in organizing office events and service requests, ensuring spaces are prepared and client needs are addressed proactively.
- Provide administrative support through data entry, file organization, and general office coordination as required.
- Assist with conference room setup and cleanup, including occasional early arrivals to prepare meeting spaces when needed.
- At least 2 years of experience in an office-based administrative role with regular interaction with internal clients.
- Previous hands-on mailroom experience is required, including managing incoming and outgoing mail, packages, and courier services.
- Strong verbal and written communication skills with the ability to provide detail-oriented internal customer service.
- Demonstrated ability to stay organized, manage competing tasks, and respond effectively to changing operational needs.
- Proficiency with Microsoft Outlook, Word, and Excel, along with accurate data entry and file management skills.
- Comfortable using shipping and courier systems, including online booking tools for outbound deliveries.
- Experience supporting meeting logistics, conference room coordination, or event-related office activities is considered an asset.
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