HR & Office Coordinator

The HR & Administrative Coordinator plays a key role in supporting various administrative, operational, and HR functions within the organization. This multifaceted role involves providing exceptional support to employees, managing office operations, assisting with HR functions (onboarding/offboarding), sales administrative tasks, coordinating events, and ensuring a smooth daily workflow for the office environment.   Responsibilities:Administrative Support: Act as a first point of contact for employees and visitors, providing guidance and directing inquiries to the appropriate personnel and distribute mail. Employee Life Event Recognition:Coordinate and send gifts for employee life events (marriages, births, bereavements) on behalf of the company. Reception & Guest Relations: Greet external clients and visitors, ensuring they are directed to the appropriate location. Accept deliveries from external vendors (including solicitors) and ensure confidentiality of employee information. Coordinate truck deliveries by advising drivers on where to drop off goods. Communications Draft all internal communications to be sent to employees (i.e.: HR, SC) Post weekly TV Updates Maintain internal HR portal (Hub Plus in Dayforce) Update and maintain email distribution lists.   Event & Catering Coordination: Plan and coordinate catering for departmental events, including team celebrations, breakfasts, lunches, and snacks, ensuring proper food and beverage selection. Organize larger employee events, including team-building activities and off-site meetings. Handle logistics such as catering, travel (hotel and taxis), venue booking, and the procurement of awards for internal events (e.g., Channel Partners Meeting, Alignment Meeting, and Sales Meetings). Coordinate weekly breakfast delivery (ex: bagels), ensuring preparation for the office’s weekly gathering.   Office Management: Oversee the restocking and organization of office supplies, photocopier paper, toner, and other office essentials. Manage kitchen inventory and ordering for coffee and other consumables.  Schedule servicing as required for coffee machines and vending machines. Health & Safety: Maintain up-to-date printed employee contact details and printed evacuation lists. Regularly check evacuation bags for fully functional equipment (e.g., flashlight batteries, walkie-talkie batteries).   HR Support & Coordination: Assist with onboarding activities, including organizing training schedules, arranging buddy assignments, and preparing supplies for new hires. Coordinate and track employee offboarding, ensuring all necessary paperwork, access, and exit procedures are followed. Regularly update email distribution lists and maintain the HRM inbox, ensuring efficient communication with employees. Track and coordinate service anniversary awards, including procurement, engraving, and payroll adjustments for monetary recognition.   Travel & Accommodation Management: Coordinate travel arrangements for candidates and sales team requests, including booking flights, hotels, and taxis. Create and manage online travel platform accounts, ensuring that best practices are followed for booking and managing travel arrangements. Yearly Sales Recognition Trip Coordination   Social Committee & Employee Engagement: Provide administrative support to the Social Committee lead by assisting with event research, communication (e.g., email announcements, forms), and planning of company events.   Qualifications: Bachelor’s degree in Human Resources, Business Administration, or a related field 1-2 years of experience in an administrative, HR, or office management role. Strong organizational and time-management skills with attention to detail. Excellent written and verbal communication skills in French and English. Ability to manage multiple tasks and priorities in a fast-paced environment. Proficiency in Microsoft Office Suite and HR management systems. Strong interpersonal skills with the ability to collaborate across departments.