Office Coordinator

Career Opportunity

Position Title:                 Office Coordinator

Classification:                Program Coordinator

Job Type:                     1 Full Time (35hrs/week) TERM until July 31, 2027

Department:                   Corporate Services

Location:                      55 Eccles                         

Reporting to:                   Chief Financial and Corporate Services Officer

Compensation:              $37.49/hr - $43.15/hr plus a comprehensive compensation package that includes time-off entitlements, health benefits, life insurance, and participation in the HOOPP pension plan.

Deadline to apply:       April 8, 2026, by 5:00pm

Apply to:                          https://swchc.bamboohr.com/careers/756 

_________________________________________________________________________________________

About us

We are Somerset West Community Health Centre (SWCHC), a non-profit, community-governed organization that serves over 18,000 clients annually. Established in 1978, SWCHC provides a wide range of health care services such as primary health care, health promotion, community development, mental health, and harm reduction. We are deeply connected to the communities we serve and committed to removing barriers to accessing services for people who experience vulnerabilities because of their age, income, ability, sexual orientation or gender identity, and language or culture.

SWCHC strives to ensure that our team reflects the communities we serve. We work within an anti-racist, anti-oppressive framework that acknowledges the existence and impacts of systemic racism and seeks to ensure that systems are fair and equitable for everyone.

What the Program Entails

The Corporate Services department at SWCHC is an interdisciplinary team that provides internal operational support functions needed for the organization to run effectively. Rather than delivering direct programs or services, it manages the administrative, financial, and operational infrastructure that supports all departments Centre-wide.

What You’ll Do

The Office Coordinator serves as a key point of contact for staff across the organization, supports Centre-wide administrative processes and partnerships, and provides comprehensive administrative and operational support to the Chief Financial and Corporate Services Officer, the Director of Human Resources and Organizational Development, and to the Corporate Services department. This role coordinates a wide range of organizational functions such as calendar and meeting management, policy and document development, committee administration, corporate reporting, and more. In addition, the Office Coordinator also supports departmental operations across Finance, Human Resources, Facilities, and IT, and oversees the front desk Reception team to ensure efficient front-line operations and service delivery. 

_________________________________________________________________________________________

What We’re Looking For

Life and Work Experience

• Minimum of 3-5 years previous experience in an administrative or office coordination role, preferably supporting senior leadership.


• Experience working in a healthcare, non-profit, or public sector setting strongly preferred.

Your Education Path

• Post-secondary diploma or degree in Business Administration, Office Administration, Public Administration, or a related field. A combination of equivalent education and experience may be considered.

Required Language

• Fluency in English required.


• Working knowledge of French an asset.
  

What You Bring to the Table

• Efficient organizational skills and adaptability so to manage multiple priorities, schedules, documents, and projects efficiently with the ability to adjust to changing priorities, staff needs, and special projects.


• Strong attention to detail and ensuring accuracy in filing, reporting, correspondence, and financial tracking.


• Excellent verbal and written communication skills.


• Strong interpersonal skills such as the ability to build positive working relationships and work effectively with diverse teams.


• Good time management skills and the ability to prioritize tasks so to meet deadlines.


• Efficient problem-solving skills with the ability to identify issues, anticipate needs, and propose practical solutions.
  

_________________________________________________________________________________________

Your Day-to-Day at a Glance

As our Office Coordinator your responsibilities are:

Executive Administrative Support

• 
  
  
  
  • Coordinating calendars and schedules, including meetings, appointments, interviews, and key deadlines.
  
  
  • Applying signatures on high-level documents requiring Director and/or Chief Executive Officer (CEO) approval.
  
  
  • Arranging travel, transportation, and accommodations for out-of-town conferences and events as needed.
  
  
  • Supporting miscellaneous projects and special initiatives as assigned, such as organizational charts, surveys, analyses, and process improvements.
  
  
  • Updating and creating templates, forms, contracts, and agreements, ensuring organizational documentation remains current and accurate.
  
  
  • Developing, revising, and maintaining policies in collaboration with leadership and relevant committees.
  
  
  • Providing administrative support for committee work, including schedule meetings, drafting agendas, preparing meeting materials, taking minutes, filing documents, and following up on action items.
  
  
  • Acting as liaison with insurance brokers and managing insurance documentation, certificates, approved drivers list, and renewals.
  
  
  • Preparing and submitting annual and periodic reports to meet organizational and regulatory deadlines.
  
  
  • Provide executive support as needed, serving as backup to the Executive Coordinator in supporting the CEO.
  
  
  
  

 Department Operations Support

• 
  
  
  
  • Managing and maintaining corporate filing systems, including funding agreements, grant proposals, contracts, and lease agreements.
  
  
  • Maintaining and updating departmental documentation and electronic databases, including organizational charts and records.
  
  
  • Overseeing corporate credit card accounts, including the opening/closing of accounts, tracking limits, providing reconciliation training, and reconciling monthly statements.
  
  
  • Managing administrative services and IT-related expenses, including invoice coding, arranging vendor payments, and procurement of supplies.
  
  
  • Maintaining and updating internal and bank signing authority as required.
  
  
  • Serving as internal administrator for some IT systems and manages recurring software subscriptions.
  
  
  • Tracking and processing incoming deposits, including cheques and cash.
  
  
  • Supporting remittance and donation processes, including document preparation, approvals, and distribution of receipts.
  
  
  • Preparing cheque requisitions and supports Accounts Payable processes, ensuring accurate coding and approvals.
  
  
  • Assisting with year-end audit and tax preparation by gathering and organizing required financial documents.
  
  
  • Coordinating corporate mail, ensuring timely distribution of important documents.
  
  
  • Planning and organizing Corporate Services team events, including staff appreciation activities and farewells.
  
  
  
  

 Operational Support

• 
  
  
  
  • Serving as the primary point of contact for Corporate Services, responding to staff inquiries and redirecting requests to the appropriate department.
  
  
  • Coordinating ergonomic assessments and arranging delivery of recommended ergonomic equipment and supplies.
  
  
  • Maintaining and managing postage machine operations, including replenishing funds and ordering supplies.
  
  
  • Monitoring and coordinating taxi chit usage, ensuring availability and proper tracking.
  
  
  • Overseeing room bookings for primary branches and communicating booking procedures to staff.
  
  
  • Supporting external partnerships by facilitating site access, scheduling, and providing on-site assistance as needed.
  
  
  • Assisting with van fleet management, including tracking vehicle information, permits, liability documents, and compliance.
  
  
  • Managing staff parking assignments, distributing parking permits, and addressing parking-related inquiries/concerns.
  
  
  • Acting as the point of contract for corporate vendors, coordinating services, placing orders, and resolving issues with suppliers as needed.
  
  
  
  

 Management and Supervision

• 
  
  
  
  • Leading the recruitment and hiring of Reception staff, including advertising positions, coordinating interviews, preparing interview packages, conducting reference checks, and maintaining competition records.
  
  
  • Completing hiring authorizations, payroll changes, performance reviews, termination checklists, updating job descriptions, and scheduling new Reception staff training.
  
  
  • Overseeing and managing Reception staff schedules, tracking staff availability, authorizing time-off requests, arranging coverage, and serving as the primary contact for sick or late calls.
  
  
  • Verifying and approving timesheets in alignment with staff schedules.
  
  
  • Providing supervision and leadership to the Reception team, including responding to inquiries, troubleshooting operational issues, implementing leadership-directed changes, addressing complaints, and advocating for staff needs
  
  
  
  

_________________________________________________________________________________________

Ready to Apply?

Take your career to the next level! Submit a cover letter and your resume by 5:00pm on April 8, 2026, to: https://swchc.bamboohr.com/careers/756 

____________________________________________________________________________________________________________________________

Somerset West Community Health Centre is an equal opportunity employer who values the diversity of individuals in our programs and services.

This posting is for a temporary position to cover maternity leave for the duration of the incumbent’s absence.

We welcome and encourage applications from members of Indigenous, Black and racialized communities, Two-Spirit, nonbinary, LGBTQ+ people; people with disabilities; and members of other equity seeking groups. Applicants are encouraged to share accessibility needs in the application process, and every attempt will be made to accommodate them.

We sincerely appreciate your interest in working with us. Due to high volume of applicants, we can neither confirm receipt of nor respond to inquiries regarding your application. Only candidates selected for an interview will be contacted.