Job Title: Office Coordinator
Salary: Bases Salary + Benefits + Vacation
Location: Thornhill, ON (In-office 5 days a week)
Length: Full-time, Permanant
Reporting to: Senior Executive Assistant
About Us:
At WellnessLiving, we empower thousands of health and wellness business owners to turn their entrepreneurial dreams into reality. Our mission-critical software fuels their vision, supporting millions of clients around the world in their wellness journeys. With a deep commitment to putting our customers first, we foster a culture that values high performance, adaptability, and accountability. If you are a skilled professional who thrives in a fast-paced, customer-focused environment and are passionate about making a meaningful impact on the health and wellness industry, we would love to connect with you.
About You:
You are a proactive and organized individual who thrives in a fast-paced environment. Your attention to detail, exceptional communication skills, and ability to manage multiple tasks simultaneously make you an ideal fit for this role. You’re comfortable handling various administrative duties and providing support to ensure the smooth operation of the office. Whether you're coordinating schedules, managing supplies, or assisting with events, you take pride in keeping everything running efficiently and on time. You’re a team player who is always willing to pitch in, with a positive attitude and a solution-oriented mindset.
Our ideal candidate will bring:
Teamwork and Collaboration — Easy to talk to, very approachable, empathetic, patient, puts others at ease, and can work well with others.
Critical Thinking and Problem-Solving — The ability to analyze, evaluate, and strategize the best solutions when making decisions or faced with challenging situations.
Strong Work Ethic — Hardworking, dedicated, reliable, and highly motivated with the desire and determination to exceed expectations.
Natural Leadership Skills — Oversees processes, guides initiatives, holds themselves accountable, listens without judgment, and inspires and nurtures the growth of others to do their best work.
Entrepreneurial Spirit and Business Mindset — Embraces innovation and continuous improvement, actively seeks out change, and is knowledgeable of current industry trends, practices, and technology.
Time Management — Uses time efficiently, focuses on top priorities, respects the time of others, and can take ownership of tasks and projects to push them along.
Responsibilities:
- Answer incoming phone calls and return missed calls, directing them appropriately
- Ensure timely follow-up and assistance for customers who submit demo requests
- Conduct SMS testing and report any issues
- Manage mail and courier deliveries efficiently
- Provide ad hoc support for various marketing tasks as needed
- Order and maintain company swag inventory
- Coordinate the ordering of branded shirts for CEO Tours
- Order framed photos and coordinate shipment to CEO Tour customers
- Assemble and distribute CEO Tour gift bags
- Oversee office supply orders (e.g., filtered water, coffee, snacks, cleaning supplies, paper, ink, and stationery)
- Arrange catering for weekly team lunches and ad hoc meetings
- Assist with employee engagement and recognition programs, such as sending milestone gift cards or gift bags.
- Lead and manage the social committee for team engagement events within the Toronto division
- Collaborate with the HR team from the US division to organize and support team-building initiatives
Qualifications:
- Proven experience in office administration or coordination roles
- Strong organizational and time-management skills
- Excellent written and verbal communication abilities
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)
- Ability to manage office supplies and equipment inventory
- Strong multitasking skills and the ability to prioritize tasks effectively
- Attention to detail and a proactive approach to problem-solving
- Ability to work independently and as part of a team
- Flexibility and adaptability in handling changing priorities
- High energy and enthusiasm with a positive, can-do attitude
- Experience with basic HR functions (e.g., onboarding, scheduling) is a plus
Please note that those who meet the qualifications for the position will be contacted directly.
We appreciate you taking the time and look forward to reviewing your application.
WellnessLiving is an equal opportunity employer. At WellnessLiving, we are proud to embrace and celebrate differences. Employment at WellnessLiving is based purely on a candidate’s qualifications and experiences as they directly relate to professional competencies.
WellnessLiving does not discriminate against any employee or potential employee because of race, creed, colour, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information, veteran status, marital status, family or parental status, or any other status protected by the laws and regulations in the locations where we operate. Furthermore, we will not tolerate bias or discrimination of any kind from our employees or customers. At WellnessLiving, we bring everyone together to create something incredible! We are a unique and diverse blend of leaders and action-takers, and that mindset encompasses our passion and commitment to our product and our employees.