About Lighthouse UAT

Based in Toronto, Ontario, Lighthouse UAT supports high-standard hiring and operational programs designed to connect organizations with exceptional talent. You can learn more about our approach at lighthousehiring.ca. We take pride in building structured, dependable teams, and our headquarters serves as the central hub for our daily operations, collaborative workshops, and candidate engagements.

About the Role

We are seeking a proactive, highly organised Office Coordinator to oversee the day-to-day administrative functions of our primary 40-person office in Toronto. In this role, you will be the foundational support system for our team, ensuring our physical workspace operates seamlessly and remains a welcoming, efficient environment for employees, candidates, and guests.

As our Office Coordinator, you will manage front-of-house hospitality, inventory levels, vendor relationships, and corporate travel arrangements. This is a full-time, on-site role tailored for a self-motivated professional who takes ownership of workspace logistics, anticipates needs before they arise, and keeps administrative systems running without interruption.

What You'll Do

Your responsibilities center on operational support, workplace logistics, and employee coordination:

• Front Desk & Hospitality: Serve as the primary point of contact for the office, greeting visitors, receiving packages and deliveries, and managing incoming phone inquiries with professionalism and discretion.
• Office Maintenance & Facilities: Conduct daily walkthroughs of communal areas, meeting rooms, and kitchen spaces to ensure they are tidy, fully functional, and presentable at all times. Coordinate service appointments with building management and maintenance vendors.
• Supply & Inventory Management: Monitor, order, and organize office supplies, breakroom refreshments, and operational materials. Maintain inventory tracking logs to prevent shortages while adhering to departmental budgets.
• Travel & Logistics Coordination: Book domestic and international flights, hotel accommodations, and ground transportation for team members and visiting executives, adhering to company travel policies and scheduling constraints.
• Meeting & Event Support: Assist with room scheduling, AV readiness, and catering setup for internal team gatherings, client meetings, and interview days.
• Administrative Records: Maintain administrative documentation, compile office expense reports, reconcile vendor invoices, and update spreadsheets using Microsoft Excel.
• Calendar & Schedule Coordination: Manage shared office calendars, operational schedules, and appointment requests via Microsoft Outlook.
• Onboarding Logistics: Partner with hiring managers to prepare workstations, equipment, and access badges for new hires on their first day.

What You'll Bring

We are looking for candidates who demonstrate proven administrative capabilities and a service-oriented mindset:

• Experience: At least 2+ years of professional administrative, reception, or office support experience, preferably in an office environment of 30–60 people.
• Technical Proficiency: Strong, practical experience with Microsoft Outlook (calendar management, email routing) and Microsoft Excel (tracking lists, basic formulas, inventory records).
• Organizational Skills: Exceptional attention to detail with the ability to prioritize competing tasks in real time without dropping administrative threads.
• Communication: Clear, professional written and verbal communication skills appropriate for interacting with internal leadership, external vendors, and guests.
• Presence & Reliability: Consistent punctuality and dedication to maintaining an organized, fully functional workplace during standard business hours.

Nice to Have

• Prior experience coordinating corporate travel itineraries and expense tracking.
• Familiarity with digital workspace tools (such as Slack, Zoom, or Google Workspace) alongside the core Microsoft Office suite.
• Previous exposure to workplace safety, first aid coordination, or basic facilities troubleshooting.

Working at Lighthouse UAT

At Lighthouse UAT, we value dependability, clear communication, and structured operational support. Joining our team means playing a central, visible role in the daily productivity and culture of our Toronto headquarters. We provide standard statutory vacation, regular business hours, and an organized, respectful work environment where administrative expertise is recognized and valued.