Administrative Facilities Coordinator

JOB SUMMARY

The Administrative and Facilities Coordinator is responsible for ensuring the smooth and efficient operations of the office by managing day-to-day administrative tasks, vendor relationships, and facility needs. This role is an integral part of the wider administrative team and supports staff across the organization with professionalism, responsiveness, and strong attention to detail.

• Manage all organizational cell phone accounts and related administration.
• Oversee relationships with office vendors and coordinate required services to ensure efficient daily operations.
• Coordinate HVAC services and manage all associated vendor activities.
• Monitor and track all office inventory, including computers, equipment, and furniture; review and approve office supply purchases.
• Provide comprehensive administrative support, including scheduling meetings, maintaining calendars, conducting research, and preparing reports.
• Coordinate with IT to support onboarding and offboarding processes, including managing office equipment, building passes, and parking arrangements for new and departing employees.
• Manage and maintain strong relationships with vendors, service providers, and the building landlord.
• Provide general support to visitors and coordinate catering as needed.
• Participate actively in the planning and execution of company events.
• Establish, maintain and enforce record‑keeping procedures.
• Ensure the security, integrity, and confidentiality of organizational data.
• Respond to internal inquiries and resolve administration or facilities‑related concerns.
• Serve as the backup for travel coordination and support accounts payable and receivable processes when required.
• Support and maintain all meeting organizational meeting spaces to ensure they remain functional and presentable.
• Oversee daily kitchen clean‑up and coordinate monthly maintenance.
• Act as the primary liaison for all facility‑related activities, including coordination with the landlord and third‑party suppliers to ensure organizational needs are met.
• Perform additional administrative duties as assigned by the Manager of Finance and Administration.
• Performs other duties as required.

• Demonstrate strong interpersonal skills and the ability to build positive working relationships.
• Work collaboratively with staff and members of various Inuit organizations.
• Maintain sensitivity, discretion, and confidentiality around local, political, and cultural matters.

• Minimum of 3 years of experience in an administrative or facilities management role.
• Exceptional attention to detail.
• Strong organizational and time‑management abilities, with the capacity to prioritize competing tasks.
• Self‑motivated, proactive, and able to work independently.
• Excellent verbal and written communication skills.
• Strong problem‑solving and analytical abilities.

• Advanced computer skills, including proficiency in Microsoft Word, Excel, and Outlook.
• Proven experience in office administration or executive/administrative assistant roles.
• Knowledge of clerical practices and administrative procedures.
• Ability to work both independently and collaboratively with diverse individuals and groups.
• Excellent written and oral communication skills in English; knowledge of Inuktitut and/or French is considered an asset.

• Required to work on site five days per week.
• Ability to lift and carry up to 25 lbs.
• Role involves prolonged sitting and computer screen usage.

* Compensation is aligned with internal equity and market benchmarks. In limited circumstances, offers above the posted range may be considered for candidates with exceptional qualifications or highly specialized expertise.

** Applicants who are a Beneficiary under a Land Claims Agreement will be given priority hiring. We encourage applicants to self‑identify.

This role, as with all positions at ITK, requires being in the office full‑time (5 days a week) at 75 Albert Street, Ottawa, ON.

We do not use AI to assess or screen applications. Our hiring process is grounded in human review and values lived experience, cultural competency, and diverse career paths, in addition to formal education and work experience.

We would like to thank all applicants in advance for their interest in ITK however, only those selected for an interview will be contacted.