Office Administrator and Facilities Coordinator

About WeShall Investments

WeShall Investments is a leading mid-market private equity firm managing a varied portfolio across Canada, the United States, and the Caribbean. Based in Toronto, the company collaborates with exceptional entrepreneurs and promising businesses by offering strategic capital, operational expertise, and valuable industry networks aimed at fostering sustainable growth and long-term success. The firm upholds core principles of diversity, integrity, collaboration, and excellence, striving to generate strong financial returns alongside meaningful social impact by broadening access to opportunity, supporting innovation, and promoting positive community transformation.

Role Summary

The Office Administrator/Facilities Coordinator is vital for ensuring efficient daily office operations through comprehensive administrative and facilities management support. Reporting directly to the Head of Human Resources, this role creates an organized, welcoming, and productive workplace environment for employees, clients, and guests. The position emphasizes attention to detail, strong organizational abilities, and excellent service, functioning as a primary contact for office affairs and contributing to a positive workplace culture. This full-time permanent role is based onsite at the Toronto office, with regular hours from Monday through Friday, 8:30 AM to 5:00 PM.

Primary Duties

• Uphold cleanliness, organization, and exterior maintenance of the office facilities to maintain a safe and professional ambiance.
• Manage relationships with external vendors and service providers for maintenance, repairs, cleaning, and supply procurement, ensuring efficiency and cost control.
• Oversee inventory of office supplies, handling orders, receipt, and restocking as needed.
• Arrange office events, including lunches, meetings, and employee gatherings, managing all logistical elements.
• Greet and assist visitors, clients, and staff with professionalism and courtesy.
• Maintain the reception area to ensure a neat and inviting first point of contact.
• Procure groceries, snacks, beverages, and other essentials for daily operations, meetings, and events.
• Handle receipt, sorting, and distribution of incoming mail and packages; coordinate outgoing deliveries and courier services.
• Prepare and submit expense reports ensuring accuracy and timely completion with appropriate documentation.
• Provide general administrative support and assist with special projects as necessary.
• Set up meeting rooms with required furniture, technology, and materials to ensure readiness.
• Support onboarding and offboarding processes by preparing workstations, coordinating equipment, managing supplies, and handling the return of company property.
• Identify and implement improvements to enhance employee experience and office efficiency.
• Support senior leadership with administrative and operational tasks, maintaining professionalism and confidentiality.
• Contribute to employee engagement and workplace culture initiatives.

Candidate Profile

• Meticulous attention to detail with commitment to high standards in administrative and facilities tasks.
• Excellent organizational, multitasking, and time management skills with the ability to prioritize multiple demands effectively.
• Strong verbal and written communication capabilities combined with a customer service mindset.
• Resourceful, inventive, and proactive in problem-solving and pursuing continuous improvement.
• Adaptable, eager to learn, and capable of thriving in a dynamic, fast-paced environment.
• Excellent interpersonal skills, able to build trust while handling sensitive information discreetly.
• Receptive to feedback and willing to adjust approaches based on evolving business needs.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and familiar with office technologies and software.
• Responsible, professional, and able to manage confidential information with discretion.
• Capable of working independently and collaborating as part of a team.
• Willing and able to perform light physical tasks related to facilities upkeep, inventory, and office setup.
• Experience managing office operations such as vendor coordination, supply management, mail handling, and expense reporting is advantageous.
• Comfortable assisting senior leadership and juggling multiple priorities while responding proactively to organizational growth demands.

Additional Information

Location: Toronto, Ontario, Canada (In-office)
Workdays: Monday to Friday
Working Hours: 8:30 AM to 5:00 PM
Employment Type: Full-time, permanent
Salary: CAD 50,000 to 60,000 per year