Head Office Administrative Coordinator

Job summary

The Administrative Coordinator manages daily office operations, facilities, and front-desk reception while providing comprehensive administrative support to various departments. They are also responsible for coordinating meetings, events, travel logistics, and internal communications to ensure an efficient and welcoming workplace.

Job details

HEAD OFFICE ADMINISTRATIVE COORDINATOR Join Team Bento and be a part of our group of companies which operates more than 12000 locations globally. With operations across Canada and United States, Bento brings together a dynamic team of people with diverse backgrounds, experience, and talent, to create an exceptional guest experience. Location and Hours * Head Office: 25 Sims Crescent, Richmond Hill, ON L4B 1C9 | Monday to Friday: 8:30 am to 5:00 pm Job Responsibilities: We are looking for a personable and self-motivated Head Office Administrative Coordinator to support our Richmond Hill Head Office. As a member of the People Operations team, you will play a vital role in managing administrative tasks, supporting cross-functional teams, and maintaining a professional, well-organized, and welcoming office environment. This is a full time in-office role at 25 Sims Crescent. Office & Facilities Management * Serve as the main point of contact at the front desk: greet visitors, manage sign-in/out, answer calls, and notify team members of guest arrivals. * Conduct daily walkthroughs of boardrooms, open areas, and the kitchen to ensure cleanliness and restocking of supplies. * Act as the primary coordinator for office facilities, maintenance services, vendors, and workplace-related issues to ensure a safe, functional, and well-maintained office environment. * Manage all incoming and outgoing mail, including postage, couriers, and internal distribution. Meeting & Event Coordination * Book and coordinate boardrooms and meeting rooms. * Arrange catering, beverages, and supplies for internal meetings, including leadership and strategy sessions. * Organize and coordinate internal and external meetings, training sessions, corporate events, and related logistics, including venue arrangements, room setup, materials, catering, and participant support. * Support internal celebrations such as bi-monthly birthdays (e.g. cake, catering, group emails, decorations, gift cards). Administrative & Departmental Support * Provide comprehensive administrative and operational support across departments, coordinating activities, tracking requests, facilitating cross-functional initiatives, and supporting day-to-day business operations. * Draft and distribute employment-related letters (e.g. confirmations, changes). * Support employee lifecycle administration, including employee onboarding, offboarding, employment documentation, employee data administration, system updates, and coordination of related processes and resources. * Coordinate Too Good To Go pickups. * Support departmental administrative processes, including document management, expense administration, records tracking, mail and correspondence coordination, distribution of business documentation and resources, and coordination with internal stakeholders * Coordinate complex travel arrangements and logistics for employees and leadership, including transportation, accommodations, itinerary changes, authorizations, group bookings, and time-sensitive requests * Develop, maintain, and document administrative processes, procedures, and best practices to support operational efficiency and continuous improvement. Internal & External Communications * Manage and support internal communications, company announcements, employee engagement initiatives, and corporate reporting activities. * Coordinate sending of customer relations materials (letters, gift cards, coupons) for QA and Marketing teams. * Package and ship influencer swag, contest prizes, and promotional items. * Support engagement with the Foundation, Engagement Collective, Joint Health and Safety Committee by assisting with communication tasks. Qualifications * Minimum of 2 years of experience in an administrative role. A combination of education and/or experience will be considered. * Excellent professional and interpersonal skills, both verbal and written, to communicate effectively with staff and management. * Computer savvy and proficient in Microsoft Suite i.e. Word, Excel, PowerPoint, Outlook, MS Teams. * Ability to work independently and carry out assignments with minimal supervision. * Ability to prioritize multiple tasks effectively, with a focus on exceeding expectations and a 'happy to help' attitude. * Attention to detail and accuracy in performing tasks. * Must demonstrate good judgment, the ability to keep confidentiality, and adherence to company policies and procedures. * Access to a vehicle required. Why you should join our team: * Power of Collaboration: Live our core values - "Own it", "Care about it", "Make it exceptional", and "Win together" - as we work together to create better food for everyone, the Japanese way. * Ignite Your Potential: Fuel your growth with extensive training and opportunities for career advancement, empowering you to unleash your full potential. * Champion Diversity, Equity, and Inclusion: We are committed to fostering a workplace where diversity, equity, and inclusion thrive, empowering every voice to be heard and celebrated through meaningful initiatives and programs. * Drive Sustainable Impact: As part of our dedication to Environmental, Social, and Governance (ESG) principles, we actively promote sustainable practices and initiatives to create a positive impact on our environment and communities. For more information about Bento and our opportunities, please visit www.bentosushi.com [https://eur03.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.bentosushi.com%2F&data=05%7C02%7Cnguyguyon%40bentosushi.com%7Cdecdc7657f6f4b099ac408dd51f6616f%7Cd1fd9353f65b4e79a56a70b4591ad484%7C0%7C0%7C638756840826846376%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=eTlRSjP8Yz5lSNzClz2OkSht%2BYw3%2FfYWvNQRNVLjAEA%3D&reserved=0]. We thank all applicants for their interest, however, only those candidates elected for an interview will be contacted. Special consideration will be given to applicants with previous experience working as a; Office Coordinator, Administrative Assistant, Office Administrator, Receptionist, Executive Assistant, Administrative Coordinator, Office Assistant, Front Desk Coordinator, Operations Coordinator, Human Resources Assistant, People Operations Coordinator, or Customer Service Coordinator. We are committed to providing accommodations for persons with disabilities. If you require accommodation, we will work with you to meet your needs. This posting is for current vacancy. We use automated system, including artificial intelligence to support the review of applications. All candidates are also reviewed by our hiring team.

What you’ll do

The Administrative Coordinator manages daily office operations, facilities, and front-desk reception while providing comprehensive administrative support to various departments. They are also responsible for coordinating meetings, events, travel logistics, and internal communications to ensure an efficient and welcoming workplace.

Requirements

Candidates must have at least two years of administrative experience and proficiency in the Microsoft Office Suite. Strong interpersonal skills, the ability to work independently, and access to a vehicle are required for this role.

Benefits

• Training and career advancement opportunities • Diversity, equity, and inclusion initiatives • Sustainable impact programs

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Communication · Preferred
• Data entry · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Office management
• Facilities coordination
• Event planning
• Communication
• Microsoft Office Suite
• Data entry
• Travel coordination
• Vendor management
• Customer service
• Time management
• Attention to detail
• Confidentiality
• Problem solving
• Organizational skills
• Management
• Operations
• Coordinating
• Prioritization
• Leadership
• Microsoft PowerPoint
• Microsoft Excel
• Continuous Improvement Process
• Detail Oriented
• Artificial Intelligence
• Microsoft Outlook
• Marketing
• Customer Relationship Management
• Interpersonal Communications
• Customer Service
• Environmental Social And Corporate Governance (ESG)
• Safety Assurance
• Catering Arrangements
• Facility Management
• Self-Motivation
• Administrative Functions
• Operational Efficiency
• Microsoft Teams
• Cleanliness
• Employee Onboarding
• Employee Engagement
• Internal Communications
• Business Operations
• Travel Arrangements
• Microsoft Access
• Facility Repair And Maintenance
• Corporate Reporting
• Event Planning
• Document Management
• Data Administration

Job areas

• Administrative
• Human Resources
• Customer Service & Support
• Food & Beverage
• Administrative Office Coordinator
• Administrative Supervisor
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers