Office Coordinator / Coordinateur de bureau

Office Coordinator

GHGSat offers greenhouse gas detection, measurement, and monitoring services to industrial and government customers around the world. The company uses its own satellites and aircraft sensors, combined with third-party data, to help industrial emitters better understand, control, and reduce their emissions.

We are seeking a highly organized and proactive Office Coordinator to join our team. In this role, you will ensure the smooth operation of our office while providing crucial administrative support to our CEO (25% of the role). The Office Coordinator will also play a key role in organizing company events, managing office supplies, coordinating meetings, and supporting internal communication efforts. If you thrive in a fast-paced environment and have a knack for keeping things running smoothly, we’d love to hear from you!

What you’ll do 

GHGSat is looking for an excellent teammate who has shown success in prior roles. Your responsibilities will include:

• CEO Administrative Support (25%): Provide direct support to the CEO, including managing their calendar, booking travel arrangements, preparing and submitting expense reports, and coordinating executive meetings.
• Office Management: Ensure smooth day-to-day operations of the office, including supply management, facilities upkeep, and general administrative duties.
• Event Coordination: Organize company events, meetings, and team-building activities, including venue booking, agenda planning, and logistics management.
• Executive Support: Provide ad hoc support to executive team when required.
• Lunch Orders: Coordinate and place lunch orders for meetings, special events, and office-wide occasions, catering to dietary preferences.
• Vendor Management: Liaise with office vendors and service providers, including alarm services, catering companies, cleaners, and office supply providers.
• Meeting Coordination: Schedule and coordinate internal and external meetings, preparing necessary materials and setting up conference rooms or virtual platforms.
• Communication Support: Act as a point of contact for internal office communication and support other departments in executing internal events.
• Onboarding Assistance: Support HR by preparing workstations for new hires and assisting with the onboarding process as needed.

Key Attributes:

• Exceptional Customer Service Skills: Demonstrates a client-focused approach with a commitment to delivering outstanding service.
• Strong Organizational and Multitasking Abilities: Capable of managing multiple priorities and ensuring smooth office operations.
• Detail-Oriented and Proactive: Maintains a high level of accuracy and actively identifies and addresses potential challenges.
• Bilingual Communication: Fluent in both written and verbal communication in English and French, ensuring effective interactions across diverse teams.
• Discretion and Confidentiality: Skilled in handling sensitive information with the utmost professionalism and integrity.

Core Competencies/Skills:

• Advanced Technology Proficiency: Skilled in using a wide range of office software and tools to streamline administrative tasks and enhance productivity.
• Event Coordination Expertise: Proven experience in planning and executing events, including managing relationships with vendors and overseeing logistics.
• Proficient in Expense Management: Well-versed in using expense reporting tools and ensuring accurate, timely submissions.
• Strong Interpersonal Skills: Excellent communicator with a collaborative approach, capable of building positive relationships across all levels of the organization.
• Exceptional Time Management: Adept at prioritizing tasks and managing time effectively in a dynamic, fast-paced environment.

GHGSat offers a creative and highly-motivating work environment. We offer competitive salaries, health and social benefits including flex-time and continuing development. We are committed to a diverse and inclusive workplace. GHGSat is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, disability, age, or other legally protected status. If you would like to request an accommodation, please notify your Recruiter.