About Calian

At Calian, we help organizations overcome obstacles, manage risks, and drive progress. Since 1982, we’ve grown from a small consulting firm into a trusted global company across defence, space, health, nuclear energy, public safety, and government.

We create innovative solutions that tackle complex challenges and help organizations and communities stay resilient, informed, and connected. If you’re driven by purpose and energized by solving real-world challenges, we want you on our team.

Job Type: Full Time

Position Overview

We are seeking a full-time Office Administrator / Office Coordinator for our Toronto (Steeles Ave.) location. This role serves as the on-site operational anchor for the office, ensuring day-to-day activities run smoothly and consistently.

This position is ideal for someone who is independent, reliable, and proactive, and who takes pride in owning office operations. While employee and visitor presence varies, this role plays a key role in maintaining readiness, organization, and a welcoming environment for anyone on site.

Note: This is a primarily on-site role in Toronto, with occasional flexibility to work from home.

Responsibilities

Administration

• Manage front-office operations, including the main phone line, printers, and general office coordination.
• Greet and support employees, visitors, and clients, maintaining a professional and welcoming workplace environment.
• Maintain visitor records and follow established security and sign-in procedures.
• Provide administrative support to management and finance, including filing, proof of deliveries, and document coordination.
• Compile, track, and present basic data or reports to support management needs.

Office Management

• Own office supply inventory, ordering and restocking as needed to ensure uninterrupted operations.
• Ensure office equipment, common areas, and workspaces are maintained, functional, and organized.
• Act as the on-site liaison with Facilities, vendors, building management, and IS for day-to-day coordination.
• Assist with planning and execution of office and facility-related projects.

Event Planning

• Coordinate on-site office activities and company-wide events.
• Plan and support employee engagement initiatives, team activities, and special events that enhance the workplace experience.

Additional Duties

• Support special projects, operational research, and ad-hoc requests as assigned.
• Assist with travel coordination, including Concur bookings and communication with finance or travel partners.

Qualifications

• Business diploma or equivalent combination of education and administrative experience.
• Minimum of 3 years’ experience in an administrative, office coordinator, or office operations role.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Strong organizational skills with the ability to multitask, prioritize, and work independently.
• Excellent written and verbal communication skills; comfortable interacting with employees, visitors, and external partners.
• Demonstrated professionalism, discretion, and ability to handle confidential information.
• Resourceful, proactive, and comfortable making decisions without constant supervision.

Additional Requirements

• Based on-site at the Toronto (Steeles Ave.) office; occasional remote work may be accommodated.
• Willingness to provide occasional support to other locations (Burlington, Mississauga) as business needs require.
• Comfortable working independently in a quieter office environment with fluctuating daily foot traffic.
• Naturally service-oriented, with a strong sense of ownership and accountability.
• Able to anticipate needs, solve problems independently, and maintain professionalism under pressure.
• Open to supporting special projects and travel coordination responsibilities as needed.

Why You’ll Love This Role

• You’ll play a critical role in keeping day-to-day office operations running seamlessly, serving as the on-site operational backbone for the Steeles location.
• This position offers clear ownership and autonomy, allowing you to manage priorities, solve problems proactively, and see the direct impact of your work.
• You’ll support a well-organized, welcoming workplace, balancing operational excellence with thoughtful employee and visitor experiences.
• The role provides meaningful variety—administration, facilities coordination, and engagement initiatives—without constant interruption or micromanagement.
• You’ll be part of a collaborative, respectful culture that values reliability, initiative, and people who take pride in how things run behind the scenes.

Compensation

$45,000 to $55,000

Vacancy

We have 1 available position(s).

AI Usage Disclosure

At Calian, we do not use Artificial Intelligence (AI) to screen or evaluate candidates. AI tools may support backend administrative tasks, but they do not influence hiring decisions. All evaluations and decisions are made by real people on our recruitment team and hiring managers. All applicants are reviewed and only those chosen for an interview will be contacted by our recruiting team.

How we hire

Our approach

Experience and accommodations

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Our decision