Office Services Coordinator

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Hannover Re - with around 4,000 employees at locations all over the world. Our strength? Connecting Power:
We rely on each other. As a reinsurer, we protect customers in the event of a claim. This requires customised, innovative solutions. Solutions that worked yesterday may be outdated tomorrow. We challenge ourselves and continuously optimise our services, advice and products. All this makes us one of the leading and most profitable reinsurance groups in the world and a reliable employer.

Hannover Re Canada is currently seeking a highly organized and proactive individual for a full‑time Office Services Coordinator position, based in our Toronto office. This role supports the day‑to‑day operations of our Canadian Branch across a variety of administrative, managerial, and travel‑related functions. Please see below for more information regarding the key responsibilities, qualifications, and how to apply.

As an Office Services Coordinator, you will be responsible for supporting the day‑to‑day operations of our Canadian Branch by providing administrative and organisational support to a dynamic team.

Duties & Responsibilities:

• Effectively manage the calendars of assigned individuals, ensuring their schedules are current, conflict‑free, and that agendas are planned as proactively and efficiently as possible.
• Coordinate, prepare, and distribute support materials in advance of upcoming meetings.
• Provide responsive and proactive support in managing all requests from supported individuals. These requests will vary but may include preparation and coordination of reports, communications, spreadsheets, client correspondence, meetings and most ad‑hoc requests for the branch.
• Coordinate meetings, including booking meetings, meeting set‑up, preparing agendas and other material as required, coordinating logistics, ensuring all support materials are distributed in advance, and taking minutes as needed.
• Oversee and manage expense reports, ensuring timely and accurate submission, approval, and reimbursement processes in compliance with company policies.
• Handle the receipt, review, and processing of invoices, liaising with vendors and internal departments.
• Maintain organised and detailed records of all expenses and invoices.
• Handle confidential information with discretion and professionalism.
• Coordinate domestic and international travel arrangements such as complex flight arrangements, accommodations, and other travel‑related requests.
• Develop and travel itineraries that are well thought out and communicated to the traveller.
• Provide travel‑related monitoring and assistance outside of business hours when needed.
• Support complex travel requirements of designated employees.
• Organisation of the day‑to‑day office matters, including general administrative and office management tasks.
• Support visiting leadership, ensuring seamless logistics and hospitality during their stay.
• Actively coordinate office logistics such as food and beverage orders.
• Flexibility to work extended hours occasionally to meet deadlines.
• Perform general administrative and office management tasks as required.

Experience &

Qualifications:

• Post‑secondary education.
• Strong command of the English language.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• High level of discretion and confidentiality.
• Demonstrates initiative, independence, and professionalism.
• Strong organisational skills and the ability to manage multiple priorities.
• Excellent communication skills – both verbal and written.
• Ability to work independently and collaboratively in a team environment.
• Client Service: a natural desire to provide outstanding client service.
• Positive and friendly attitude that is evident in everything done.
• Discipline: exhibits consistent motivation in the successful achievement of tasks.

We are #somewhat different – people with their own stories, experiences, and career paths. Everyone is welcome! Apply with just one click on the “Apply now” button and become part of our diverse team! We'd love to hear about your skills and experiences. No need to upload a photo – it won’t impact your application.