Coordinator, Office Services

We’re looking for a highly organized and team-oriented Office Services Coordinator to support the administrative operations of our Toronto office.

In this dynamic role, you’ll collaborate with business partners across all departments to ensure seamless day-to-day operations and a welcoming office environment.

As the first point of contact for clients and employees, you’ll bring a customer-first mindset to managing reception, handling inquiries, supporting department needs, and directing guests.

Your proactive and collaborative approach will be key in supporting administrative tasks across the organization.

You’ll also play a vital role in coordinating catering, maintaining pristine boardrooms, and assisting committees and company events.

If you’re a resourceful problem-solver who thrives in a fast-paced, team-driven environment, we’d love to hear from you!

The expected annual base salary range for this role is $48,000 to $52,000 with final base salary determined based on experience, skills, education, and internal equity.

In addition to base salary, this role is eligible for variable compensation, including participation in the Company’s discretionary bonus program, subject to applicable plan terms.

At PICTON Investments , being employee-owned means we take care of our team and offer opportunities for top performers to participate in our equity ownership program over time.

Eligible employees get access to a full benefits package, including profit sharing, health and wellness coverage, life and disability insurance, paid time off and holidays, learning and development programs, and more, many of which are fully covered or subsidized by us.

You’ll have the opportunity to lead and learn:

• Provide comprehensive administrative support for the Toronto Office, ensuring that office systems and procedures are organized and efficient, with a focus on facilitating smooth interdepartmental collaboration.
• Provide dedicated and responsive administrative support to all departments, ensuring smooth day-to-day operations.
• Effectively communicate important facilities-related announcements and updates to staff, ensuring clarity, transparency, and mutual respect in all internal communications.
• Manage incoming phone calls with professionalism, directing them to the appropriate internal contacts while providing exceptional customer service.
• Oversee office supply orders and maintain organized inventory levels.
• Coordinate office catering services, ensuring timely delivery and an appealing presentation, helping to create a positive experience for all staff and visitors.
• Handle and sort incoming and outgoing mail and facilitate deliveries and courier pickups with precision and timeliness.
• Ensure smooth operations at the loading dock, maintaining open and respectful communication with building management and security teams.
• Monitor and maintain the cleanliness and organization of boardrooms and office spaces, ensuring a pleasant and productive work environment for all.
• Maintain kitchen supplies and ensure proper functionality of appliances.
• Administer security access cards, ensuring strict adherence to security protocols, and assist the facilities team in maintaining safety and compliance standards.
• Ensure relevant policies and certificates are clearly posted and up to date within the office.
• Manage printer and copier maintenance, troubleshooting issues and ordering/replacing toners as needed.
• Assist with office updates and renovations, ensuring functional and modern workspaces.
• Assist with company event planning, supporting committees like the Social, Health Safety and Wellness, and Diversity, Equity, and Inclusion Committees to create a positive and engaging office culture.
• Support corporate travel arrangements, including updating hotel rates and assisting with travel bookings, ensuring smooth and efficient travel experiences for staff.
• Perform any other duties as assigned, contributing to a collaborative, respectful, and high-performance work environment.

What we’re looking for

• Prior experience in customer service environments, with a focus on maintaining high-quality standards, professionalism, and a collaborative spirit (experience in administrative roles is beneficial but not required).
• Post-secondary education is highly advantageous, though we prioritize candidates who demonstrate a passion for delivering excellent customer service
• A naturally friendly and service-oriented personality, eager to collaborate across departments and foster strong, positive relationships both internally and externally.
• Inherently motivated with a strong inclination to support teams and ensure projects are successfully completed.
• Excellent communication skills, professional phone etiquette, and a polished presence; passionate about delivering exceptional client service with a growth mindset, curiosity, and creativity for best practices.
• Demonstrates a high level of integrity and discretion, ensuring confidentiality in all business matters.
• First Aid/CPR and Joint Health and Safety Committee certifications are assets.
• Highly organized with the ability to prioritize tasks independently and meticulous attention to detail.
• Demonstrate professional maturity and uphold standards in all interactions and maintain strong values in respectful work environments.
• Intermediate proficiency in MS Word, Excel, PowerPoint, Outlook, with interest and passion in learning and applying new technologies.
• Available to work in our Toronto office, Monday to Friday, 8:30 AM - 5:00 PM.

At PICTON Investments , we take pride in enhancing our employees' experiences through a comprehensive suite of exceptional perks and programs. Our benefits include corporate fitness reimbursement and discounts, VersaFi memberships (formerly Women in Capital Markets), Picton investment counseling and portfolio management services, volunteer and charitable donation matching, maternity and parental leave top-up, recognition awards, semi-annual performance bonuses, a generous annual vacation entitlement (minimum of 15 days per year), training and development reimbursement, extensive health and dental benefits, a healthcare spending account, and more.

These offerings are designed to support your career growth, well-being, and overall success.

Join us and thrive in an environment that values and invests in you!

PICTON Investments is committed to providing an equitable and fair work environment for everyone and all hiring and other personnel actions will be taken without regard to race, colour, creed, religion, sex, disability, gender identity, gender expression, family status, age, language or national origin.

If you require an accommodation at any point in time throughout the application and hiring process, please contact Human Resources at (416) 955-4108 or at accessibility@pictoninvestments.com .

PICTON Investments does not accept unsolicited resumes, emails, calls, or any other form of communication from third-party recruitment agencies.

Any unsolicited outreach, including commercial electronic messages, will neither be acknowledged nor considered.

Please note: We use AI-assisted tools to support parts of our recruitment process, including summarizing interview notes and aligning candidate profiles with job requirements.

All decisions are made by our hiring team.