Office & Administrative Coordinator

POSITION SUMMARY:
As the Office & Administrative Coordinator, you are the first point of contact at Mattr, playing a vital role in creating a welcoming and professional first impression. You are responsible for greeting and directing guests and visiting employees, ensuring a seamless and positive experience. In this role, you will manage front desk operations, including handling incoming and outgoing mail and couriers, maintaining an organized and presentable reception area, coordinating bank deposits, and overseeing file room organization. You will also perform a range of administrative tasks such as data entry, word processing, and general office support. Beyond daily operations, you will support and coordinate internal events such as luncheons, barbecues, company tours, employee recognition events, and training sessions—helping foster a positive, engaging, and inclusive workplace culture.

DUTIES:

Executive & Administrative Support

• Provide comprehensive administrative support to the Group President, including:
  -Completing expense reports and processing invoices.
  -Arranging complex travel plans, itineraries, agendas, and compiling materials for meetings and events.
• Monitor and track vacation requests and approvals.
• Process online bank deposits and support financial documentation.
• Prepare inter-office memos, draft purchase orders, and assist with process documentation and improvement.

Meetings, Event & Travel Coordination

• Coordinate internal and external meetings, including venue selection, catering, audiovisual needs, and agenda preparation.
• Organize internal events such as team-building sessions, sales meetings, customer tours/lunches, and employee recognition functions.
• Facilitate travel arrangements for Executive. Arrange accomodations for visiting employees when needed.
• Support logistics for executive representation at industry events, social functions, and internal staff gatherings.

Office & Facilities Management

• Oversee daily management of the hoteling system for cubicle and office space allocation.
• Order and maintain office equipment and supplies to support daily operations.
• Serve as a point of contact with internal teams and administrative assistants to resolve office-related inquiries efficiently."        

Mailroom, Courier & Document Handling

• Manage all mailroom functions, including:
  -Sorting and distributing incoming mail.
  -Sending outgoing packages via courier and coordinating with external vendors for timely deliveries.
  -Maintaining the postage meter and ensuring account accuracy."        

Visitor & Stakeholder Engagement

• Greet guests courteously and ensure adherence to visitor procedures and safety protocols.
• Serve as a communication liaison with external customers, vendors, and stakeholders.
• Support cross-divisional coordination by facilitating outreach and travel plans."        

REQUIREMENTS:

• Minimum 2-3 years experience in similar role.
• Strong experience in managing administrative tasks. 
• Strong experience in coordinating different types of events. 
• Previous experience in Hospitality - preferred. 
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and SharePoint - Must.
• Experience with additional software such as Concur, IFS, and Adobe - Asset.
• Strong internet research abilities and project coordination/administration skills.
• Minimum College education and any administration courses, preferred. 
• Ability to work fully onsite from our facility in Vaughan, ON. 
• A valid driver’s license is required to support occasional travel for company events, off-site meetings, and other business-related activities.
• Excellent written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Proactive with strong planning skills, particularly in anticipating and preparing for events in the corporate cycle.
• Sound decision-making skills within a defined span of control.
• Strong problem-solving capabilities.
• Proven organizational skills with the ability to multi-task, prioritize effectively, and meet deadlines in a fast-paced environment.
• High ethical standards and integrity, with demonstrated discretion in handling confidential and sensitive information.
• Ability to work independently under pressure and adapt quickly to shifting priorities.
• Professional demeanor and approachable attitude with the ability to build strong relationships across all levels of the organization and with external stakeholders.
• Capable of serving as a liaison between senior executives and internal/external contacts.
• Willingness and flexibility to work outside standard business hours as required.

WHAT MATTR OFFERS

•    At Mattr, safety comes first! We go the extra mile to ensure our employees are safe and healthy 
•    We understand times have changed and so have we. Mattr offers flexible work arrangements (where possible) to suit your needs 
•    Comprehensive total rewards package that includes competitive salaries, annual incentives, medical benefits, retirement savings plans, paid vacation days, education assistance programs, corporate discounts and more!
•    Participation in service milestone awards and recognition opportunities 
•    Access to mental health support resources such as our Headversity mental health and wellness platform and free, confidential access to our Employee and Family Assistance Program (EFAP)
•    Rewarding growth opportunities (may include global career and travel opportunities) supported by personalized training, development and mentoring programs
•    Commitment to providing a diverse, inclusive and accessible workplace environment  
•    We prioritize our Environment, Social and Governance (ESG) values and offer a paid Impact Day, allowing employees an opportunity to support charitable organizations in their communities
•    Company events, social gatherings and team building activities that promote fun!
•    We’re working to create a better world. Join us!

Mattr delivers advanced material technologies and complex manufacturing expertise through brands offering engineered products, technology and solutions to support infrastructure projects & markets world-wide. Mattr brands: Shawflex, DSG-Canusa, Flexpipe and Xerxes.

At Mattr, we have built a true team environment where all employees are empowered to contribute to the success of the company. We want you to join our team!

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