Office Coordinator

Job Description

About the Role

We're looking for an energetic, professional, and highly organized team member to be the face of Equiton at our Burlington Head Office. As part of our People & Culture team, you'll play a key role in shaping the first impression of our organization - welcoming guests, supporting our corporate teams, and helping our office run smoothly every day.

If you thrive in a fast-paced, people-focused environment, love keeping things organized, and enjoy being at the heart of company activity, this is an incredible opportunity to grow with a rapidly expanding Canadian company that values collaboration, integrity, and excellence.

This is an on-site position 5 days/week 8 am - 4 pm.

Key Responsibilities

Reception & Office Coordination

• Be the welcoming face of Equiton - greet visitors, manage the front reception area, and ensure every guest experience reflects our culture of professionalism and care.
• Answer and direct incoming calls via the main switchboard.
• Build and maintain positive relationships with internal team members, partners, and external visitors.
• Prepare meeting rooms and offices for meetings and presentations.
• Manage incoming and outgoing mail, coordinate courier services, and track deliveries.
• Maintain inventory of office supplies, kitchen items, and equipment.
• Reconcile courier and supply invoices, create purchase orders, and coordinate general office cleaning and maintenance.
• Keep our kitchens, meeting rooms, and common areas looking their best and fully stocked.

Administrative & Team Support

• Manage incoming communications and ensure timely follow-up.
• Handle office-related inquiries and resolve issues efficiently.
• Coordinate travel, catering, and event logistics for various departments.
• Assist with employee onboarding - including desk setup, key cards, and welcome packages.
• Support company-wide events and social initiatives that make Equiton a great place to work.
• Provide general administrative support to multiple departments as needed.
• Take notes and track action items during quarterly Health & Safety meetings.
• Offer basic troubleshooting for meeting room technology and AV equipment.

Qualifications

• Minimum 5 years of experience in reception, office coordination, or administrative support (experience in a financial or professional office setting is a plus).
• Proficiency with MS Office Suite (Word, Excel, Outlook, PowerPoint).
• Exceptional organizational, multitasking, and problem-solving skills.
• A positive, professional, and approachable demeanor with strong interpersonal communication.
• Proven ability to manage confidential information with discretion.
• A team player mindset - always ready to jump in, help out, and make things better.
• A genuine passion for creating a welcoming, efficient, and people-first environment.

Predictive Index Assessments

As part of our hiring process, candidates complete two short assessments from Predictive Index:

• A Behavioural Assessment (5-10 minutes, untimed) to understand your work and communication style.
• A Cognitive Assessment (12-minute timed) to measure learning and problem-solving abilities.

These are not tests of intelligence or experience, they simply help us understand how you work best.

Start the Behavioural Assessment here:

After completing the first assessment, you'll receive an email with instructions for the second assessment.

About Us

Founded in 2015, Equiton is one of Canada's fastest-growing private equity firms, helping Canadians build wealth through high-quality real estate investments. Our mission is to make private real estate accessible to more Canadians, and our team is the driving force behind our success.

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Why Equiton?

Our culture is built on integrity, accountability, and innovation. We empower our team to take initiative, think independently, and grow personally and professionally. To learn more about our core values, click here .

Our Commitment to Diversity, Equity & Inclusion

We're an equal opportunity employer committed to building a diverse, inclusive, and accessible workplace where everyone feels valued and supported. If you need accommodation during the hiring process, please let us know. We're happy to help.

Only those selected for an interview will be contacted.

Please note that at present, legal eligibility to work in Canada is a prerequisite for this role.