The VCA Canada support office has an exciting opportunity available for a dedicated and organized Office Coordinator. Reporting to operations, the successful candidate will provide outstanding day-to-day administrative and facility support, helping to ensure the office runs smoothly and efficiently. The Office Coordinator is responsible for supporting staff, managing administrative tasks, coordinating office resources, and serving as a key point of contact for internal and external stakeholders.
Our ideal candidate is organized, proactive, and is comfortable learning new functions to provide support across multiple departments. This role suits someone comfortable stepping outside defined responsibilities, embracing learning on the job, and contributing wherever the business requires support. Key responsibilities are:
Operations Administration
Oversee office operations, including space assignments, office supplies, mail, shipping and package management
First aid and emergency response protocols to meet on-site facility requirements.
Provide expense report reconciliation and submissions for leadership and various departments
Provide document collection and support for business departments and executive leaders
Coordinate meeting scheduling and logistics, as requested
Provide expense report reconciliation and submissions for leadership and various departments
Prepare scheduled and ad hoc reports, as requested
Support the scheduling of company-wide events across Canada
Provide hospital administrative support: booking meeting rooms, ordering catering and prepping boardrooms
General Administration
Provide administrative support to VCA Support Office departments: accounts payable, recruitment, human resources, payroll and IT
Provides creative and editing support for documents in a variety of platforms and tools
Monitor the phone system and accurately reroute voicemails
Ordering and maintaining office supplies and inventory
Coordinate and manage multiple vendors: cleaners, courier services, building repair and HVAC
Provide calendar management support for business leaders, as requested
Planning and coordination of small and large events
Coordinate travel planning and logistics
Facility Administration
Provide expense report reconciliation and submissions for leadership and various departments
Oversee the general upkeep of the office and surrounding areas to ensurea clean, safe, and welcoming environment
Monitor facility conditions and report or arrange repairs as needed
Maintain kitchen, gym, and coffee stations, including loading and unloading the dishwasher, replenishing supplies, restocking the fridge, and monitoring gym cleanliness and equipment condition
Printer room: monitor for cleanliness and restocking as required
Conduct regular walkthroughs to ensure cleanliness and safety
Qualifications
3 years minimum experience in an administrative, office coordination and similar role
Demonstrated proactive administrator who can quickly learn new functions and provide support across multiple departments. This role suits someone who is comfortable stepping outside defined responsibilities, embraces learning on the job, and contributes wherever the business requires support.
Strong organizational and time management skills
Excellent written and verbal communication skills
Proficiency in MS Office, Visio and SharePoint
Ability to prioritize tasks and work independently
Maintains a professional presence and builds positive working relationships
What We Can Offer You!
Well-designed reception desk and workspace
Supportive and collaborative team environment
On-site parking
On-site gym
Continuing education benefits
Exceptional Total Rewards: health, wealth and more!
Wellness resources
Generous personal pet care discounts
Amazing doggies on site!
Click Apply!
VCA Canada is committed to providing an inclusive and diverse workplace and is an equal opportunity employer. If you require any assistance, please let us know.
If you are a current associate, you will need to apply through our internal career site. Please log into Workday and click on the Jobs Hub app or search for Browse Jobs.
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VCA Canada Animal Hospitals is a family of over 150 small animal veterinary practices located across 6 Canadian provinces. Our team of over 4,000 Associates provides our communities with general, emergency, and specialty services in our practices, offering compassionate care for pets and their families. Our purpose of caring for life’s greatest companions is felt in every part of the VCA Canada experience, whether it is our patients, our clients, our team members, or our communities.