Front Office Coordinator

Job Title: Front Office Coordinator

Location: Toronto, ON

Position Type: Full Time Permanent

Position Status: Open – Existing Vacancy

Salary Range: $50,000

JOB PURPOSE

The Front Office Coordinator serves as the operational and hospitality lead for the front office of a financial technology firm in Toronto, Ontario.

This role goes well beyond traditional front office duties. This person is the first impression of the firm and the steady operational presence at its centre. They deliver a refined, hospitality-grade guest experience while maintaining full command of daily office flow, communication channels, and environmental standards.

Acting as the central hub of the workplace, this individual anticipates needs before they arise, identifies issues before they escalate, and ensures every interaction reflects professionalism and discretion. They operate with a hotel front-desk mindset in a corporate setting, combining warmth with precision, and service with structure.

The Front Office Coordinator does not wait for direction. They stay ahead of the day, protect the firm’s standards, and elevate the overall office experience through attentiveness, organization, and thoughtful execution.

This is a high-ownership role requiring anticipation, operational excellence, and pride in going above and beyond expectations.

DUTIES AND RESPONSIBILITIES

• Serve as the primary front-of-house lead, delivering a polished, professional guest experience and maintaining full situational awareness of office activity
• Own all boardroom operations including scheduling coordination, meeting setup and reset, hospitality execution, and transition management to ensure seamless daily flow
• Act as the central communication hub, managing the multi-line phone system, triaging inquiries, escalating urgent matters, and maintaining accurate internal contact information
• Oversee mailroom and courier operations including inbound and outbound distribution, shipment tracking, and delivery communication
• Manage kitchen and hospitality operations including vendor coordination, inventory control using FIFO principles, invoice collection, and Finance reconciliation support
• Maintain office supply oversight including inventory monitoring, reordering cadence, and coordination of minor equipment servicing
• Reset and maintain all shared spaces to uphold a consistently polished and client-ready environment
• Serve as Assistant Fire Warden and maintain working knowledge of building systems, emergency procedures, and key safety contacts
• Provide administrative and executive support including calendar awareness, meeting logistics, documentation preparation, event coordination, and external booking support

REQUIREMENTS

• 2–5 years’ experience in corporate reception, hospitality, or office operations
• Proficiency in Microsoft 365 and phone systems
• Strong written and verbal communication skills
• Exceptional organizational and multitasking abilities
• Professional presence with discretion and sound judgment
• Flexible to accommodate changing work hours
• Bilingualism in French is considered an asset, but not required