Applegrove Community Complex (Applegrove) is a multi-service community organization that works with community members and partners to offer programs and services for people of all ages, host meetings and events, support action on local issues and provide local job and volunteer opportunities in support of a caring and vibrant community. Applegrove is an agency of the City of Toronto, and a registered not-for-profit and charity.

PRIMARY RESPONSIBILITY

The Office Coordinator is a core on-site administrative worker. This role involves front desk and telephone reception, dealing with inquiries, providing photocopying, collating, filing, mailing and supporting the maintenance of key agency databases, scheduling meetings, establishing and sustaining a welcoming and organized office environment, and providing support for administrative and program staff.

THE CANDIDATE

We are looking for someone to play a key role in creating a warm and professional front of house experience for staff, clients and visitors in a fast-paced and collaborative community environment. You bring energy and enthusiasm, enjoy dealing with people, are self-motivated, solution-oriented, flexible and highly organized. Your skill set and experience means that you can multi-task, manage a variety of administrative and detail-oriented tasks, and thrive on creating and maintaining an orderly, productive and positive overall office environment.

DUTIES AND RESPONSIBILITIES

• Provide reception services such as monitoring the door, welcoming visitors, answering the telephone, notifying staff of messages and visitors, and dealing with inquiries. 
• Establish and sustain a welcoming, inclusive, clean, organized and professional atmosphere in the office.
• Maintain up to date knowledge of Centre programs, services, and events.
• Provide administrative supports such as photocopying, collating, filing, managing mail and mailings, scheduling and data entry, supporting effective maintenance of Centre electronic and hard copy filing systems.
• Process registrations, maintain the Centre’s membership lists and support maintenance of other lists using various database systems.
• Manage the Centre’s informational email address, responding to inquiries and directing messages to the appropriate staff.
• Manage and maintain the Centre’s phone system, ensuring that staff lists and Centre messaging are up to date
• Ensure that promotional material displays and bulletin boards display are up to date, and are kept neat and orderly.
• Assist with the processing and reconciliation of various payment transactions (cash, debit, credit card).
• Set up and manage bookings for staff, board and other Centre meetings.
• Order and maintain inventories of office supplies in compliance with budget guidelines.
• Order program equipment and supplies as directed, and ensure that deliveries are directed to the appropriate staff.
• Keep office equipment, supply cupboards and reception area clean and orderly.
• Provide support to other administrative and program staff for day to day operations and special events.

KNOWLEDGE AND EXPERIENCE

• Minimum secondary/high school diploma or equivalent. 
• Minimum 2 years experience in administrative roles, including front desk responsibilities.
• Demonstrated experience in providing administrative support, including filing, photocopying, data entry, scheduling, ordering and maintaining inventory supplies.
• Demonstrated ability to liaise professionally with diverse clients and vendors.
• Ability to consistently engage with diverse community members with empathy, energy and a positive attitude.
• Strong interpersonal skills, with ability to manage issues calmly and effectively, and to prevent and appropriately manage conflict.  
• Understanding of diversity, equity, inclusion and belonging and commitment to cultivating a respectful and inclusive office environment.
• Exceptional verbal communication skills, and proficiency in written communication, including writing and formatting.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfort navigating digital platforms.
• Highly organized, punctual, and detail-oriented.
• Ability to focus, multitask and stay calm in a fast-paced environment.
• Self-directed and solution-oriented, with ability to problem-solve.
• Ability to organize and prioritize work, both independently and as part of a team.

Assets:

• Experience working in a community setting.
• Second language, especially Spanish, Arabic, a Chinese or a South Asian language.

TERMS OF EMPLOYMENT

Position Status - Part Time Permanent

Hours per Week - 20 hours per week

Hours of Work - Five days per week between Monday and Friday, primarily afternoons with some evening and occasional weekend shifts  

Union Status - Union Position - CUPE Local 2998 – Wage Grade 4

Starting Hourly Rate - $22.05 - City of Toronto AOCC 2026 Wage Grid for Union Staff (Range $22.05 – $26.39)

Benefits - Eligible to enrol in health, dental, life and disability benefits after completing probation, Eligible to enrol in OMERS pension plan from day one

Reports to - Executive Director

Location- Onsite, with no opportunity for remote work

OTHER REQUIREMENTS

• A satisfactory Police Records Check will be required (Applegrove will cover the cost)

Applicants are required to demonstrate in their resume that their qualifications match those specific in the job posting.