People and Operations Coordinator

Job SummaryWe are seeking a highly organized and versatile People & Operations Coordinator to manage the daily operations of our office. This "all-around" role requires a unique blend of customer service excellence, financial accuracy, and administrative support to departments such as Finance, People and Culture (HR), Production and Purchasing. You will be the central hub of the office, ensuring that administrative processes are executed efficiently while providing a professional experience for clients and employees alike.Detailed ResponsibilitiesFront Office & Customer ServiceServe as the primary point of contact for all visitors, ensuring a professional and welcoming reception.Manage a multi-line phone system, screening and routing calls or taking detailed messages.Monitor general company email inboxes and respond to inquiries or escalate to the appropriate department.Coordinate all incoming and outgoing mail, couriers, and freight shipments.Financial Process SupportPerform high-accuracy data entry for Accounts Payable (AP) and Accounts Receivable (AR) and other financial information.Assist in the preparation of weekly or bi-weekly payment runs and verify invoice accuracy against purchase orders.Perform basic bank reconciliations and assist in tracking company credit card expenses.Maintain an organized digital and physical filing system for all financial records and tax documents.Entry-Level HR & People OperationsAssist with the recruitment lifecycle: post job openings on various boards, conduct initial resume screening, and coordinate interview schedules.Facilitate the onboarding process by preparing new hire folders, setting up workstations, and ensuring all required payroll and tax documentation is completed.Maintain digital employee records (vacation tracking, training certifications, and contact info) with strict adherence to confidentiality.Support the implementation of office health and safety protocols.General Operations & FacilitiesManage inventory for office and supplies, ensuring the team has the necessary tools to be productive.Assist leadership with calendar management, travel arrangements, and the preparation of meeting agendas/minutes.Help coordinate staff events, lunch-and-learns, and internal team-building activities.Experience & QualificationsRequired Experience:Professional Experience: Minimum 3 years of experience in a fast-paced office administration or coordination role.Financial Background: Proven experience with basic bookkeeping tasks and familiarity with accounting software (e.g., QuickBooks Online or similar).Administrative Training: Formal education in Office Administration, Business Communications, or a related field is an asset.Technical Skills:Advanced proficiency in Microsoft Office 365 (specifically Excel for data tracking and Outlook for heavy scheduling).Experience using collaboration tools like Microsoft Teams or Slack.Ability to operate and troubleshoot standard office equipment (VOIP phones, scanners, postage meters).Core Competencies:Confidentiality: A high degree of discretion is required due to the handling of sensitive HR and financial data.Detail Orientation: You take pride in "double-checking" and catching errors before they move downstream.Adaptability: Comfortable pivoting from a financial spreadsheet to a walk-in customer without losing momentum.What We OfferCompetitive hourly wage/salary based on experience.Comprehensive benefits package.A professional yet energetic work environment where no two days are the same.Mentorship and growth opportunities in both Finance and HR.