Overview

POSITION SUMMARY

The Office & Operations Coordinator is responsible for delivering comprehensive administrative and operational support to ensure the smooth and efficient functioning of daily office and reception activities. Serving as the primary point of contact for the day-to-day operations across CSIO’s facilities, including the head office this position plays a central role in maintaining efficient operations across all sites.

As a first point of contact for athletes, visitors, and vendors, the Coordinator plays a key part in maintaining a professional and welcoming environment while supporting corporate and operational processes across the organization.   This position is designated as an in-person role, requiring on-site availability five days per week.

KEY RESPONSIBILITIES

Administrative and Reception Support

  • Greet and assist athletes, visitors, and vendors in a professional and courteous manner.
  • Manage incoming calls and direct inquiries to the appropriate staff members.
  • Provide administrative support to the Corporate Services team and CEO as required.
  • Assist CSIO tenants with booking boardrooms and coordinating meeting spaces.
  • Coordinate courier deliveries and pick-ups; receive, log, and distribute incoming mail and packages.
  • Provide delegated support to Human Resources as required.
  • Ensure all athletes and visitors entering CSIO spaces are properly registered, including completion of waivers and verification of access permissions, and direct athletes and visitors to the appropriate staff member or location within the facility.
  • Act as a first point of contact for inquiries received through CSIO’s “Contact Us” page; triage and direct communications to the appropriate staff member.
  • Assist with coordinating medical services, including sending and receiving faxes and monitoring vaccine refrigerator temperature logs during the Medical Coordinator’s absence.
  • Actively participate as a member of the Joint Health and Safety Committee.
  • Other duties as assigned.

Facility and Security Coordination

  • Liaise with Toronto Pan Am Sports Centre (TPASC), City of Milton and any other building management partners regarding the operation, safety and cleanliness of facilities (including any third party contractors); coordinate any required internal activities to maintain professional working environment.
  • Triage and coordinate building maintenance requests in collaboration with TPASC and City of Milton maintenance staff.
  • Manage office security systems, including ordering and cancelling key cards, FOBs, and security passes in coordination with TPASC staff
  • Maintain and update door security software as needed.
  • Responsible for ensuring staff kitchen is consistently stocked, organized and tidy
  • Serves as the primary liaison for TPASC co‑located partner groups including CAO and Rugby Ontario, coordinating boardroom bookings and ensuring their space and service needs within the shared suite are met with efficiency and care

Purchasing and Inventory

  • Monitor and maintain inventory of office, technology, and kitchen supplies (e.g., computers, phones, parking permits, and food items)
  • Research and evaluate potential vendors and suppliers to ensure effective use of funds
  • Place orders as required, with approval from authorized personnel
  • Receive, tag, and record new assets to ensure accurate inventory management
  • Research and evaluate suppliers, obtain quotes, and compare pricing to support cost-effective purchasing decisions.

Office Equipment and Supplies

  • Oversee maintenance of office equipment and coordinate necessary repairs, including printers, Teams phones and boardroom audio-visual equipment
  • Ensure all supply areas are well stocked, organized, and maintained.

Relationships

  • CSIO CEO
  • Corporate Services and Sport Performance teams
  • All CSIO Staff
  • Liaise with couriers, TPASC building security, and maintenance personnel
  • Partnered co-tenanted groups at TPASC, including CAO and Rugby Ontario
  • Outside vendors

QUALIFICATIONS AND EXPERIENCE

  • Diploma or Degree in Business Administration or a related field (required).
  • Minimum 2 years of experience in an administrative or office coordination role, preferably within a non-profit organization.
  • Proficiency in Microsoft 365 Office Suite (Word, Excel, Outlook, PowerPoint).
  • Strong verbal and written communication and interpersonal skills.
  • Exceptional attention to detail with a proactive and solution-oriented approach.
  • Demonstrated problem-solving and initiative-taking abilities.
  • Experience in office operations, basic computer support and vendor management is considered an asset.
  • Experience with inventory management and procurement processes is preferred.
  • Ability to manage multiple priorities, work independently, and collaborate effectively as part of a multidisciplinary team.
  • Ability to exercise a high degree of discretion and maintain confidentiality when handling sensitive information.
  • Applicants must be eligible to work in Canada.