{"id":2859779,"url":"https://alion.io/job/the-pod-group-office-coordinator","title":"Office Coordinator","company":{"id":1623885,"name":"The Pod Group","domain":"podgroup.ca","url":"https://alion.io/company/podgroup","size_band":"201-500","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":{"grade":"A","score":92,"open_postings":16,"ghost_share":0,"stale_share":0.313,"repost_share":0,"time_to_fill_p50_days":49,"computed_at":"2026-10-24T06:02:35Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Burlington, Canada"],"countries":["CA"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":45000,"max":55000,"currency":"CAD","period":"year","gross":null,"usd_annual":39166},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Outlook","optional":false},{"name":"SharePoint","optional":false},{"name":"WordPress","optional":false},{"name":"PHP","optional":true}],"status":"live","first_seen_at":"2026-10-19T15:55:22Z","employer_posted_date":"2026-10-19","last_verified_at":"2026-10-24T07:14:46Z","board_verified":true,"closed_at":null,"days_open":4,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":4},"description":"HIGH-QUALITY CLEANING COMPANY ACROSS SOUTHERN ONTARIO\nORGANIZED\nACCOUNTABLE\nTECH-SAVVY\nTEAM-ORIENTED\nOur client has been proudly serving Southern Ontario since 1986, consistently outperforming the competition in both industrial and commercial sectors-large and small.\nTheir cleaning standards far exceed typical industry expectations, enabling them to maintain long-term relationships with clients-often for over a decade at a time.\nWith decades of experience and extensive industry knowledge, they service over 18 million square feet nightly across Southern Ontario. By truly listening to their clients’ needs, they have built a reputation for reliability, excellence, and unmatched service quality.\nThey are committed to providing the highest level of cleanliness in workplaces. The team of over 200 well-trained professionals ensures that staff enter a fresh, clean, and safe environment every day.\nROLE OVERVIEW\nWe are partnering with our client in search of an Office Coordinator who will play a key role in supporting the organization's people, technology, and business operations. This position is responsible for coordinating core office administration while managing business systems, employee technology, software platforms, and office infrastructure. By ensuring systems are secure, efficient, and well-maintained, the role helps deliver a seamless employee experience and supports the effective day-to-day operations of the organization.\nPOSITION FOCUS\nThe Office Coordinator will be responsible for:\nHuman Resources Administration:\nSupport employee onboarding and offboarding, including forms, system access, equipment and checklists.\nMaintain confidential employee records and prepare routine HR letters, documents and reports.\nAssist with recruitment scheduling, candidate communication, references and background checks.\nTrack probation dates, training, certifications, attendance, leave and policy acknowledgements.\nRespond to routine employee questions and refer sensitive matters to the appropriate HR lead\nSystems & Software Administration:\nCreate, update and deactivate Microsoft 365 accounts, licences, mailboxes, Teams access and permissions.\nAdminister HubSpot users, pipelines, workflows, lists, forms and lead routing.\nAdminister the 8x8 phone system, including extensions, voicemail, call routing and softphones.\nManage Apple IDs, device setup, security restrictions and kiosk mode.\nMaintain records of software subscriptions, users, costs and renewal dates.\nVeriClock Administration & Reporting:\nManage employee and contractor access and maintain clock-in devices and kiosk stations.\nPrepare weekly manager reports each Monday and monthly reports on the first business day of the month.\nPrepare weekly contractor usage reports each Monday.\nReview reports for obvious errors and refer concerns to the appropriate manager. \nIT & Equipment Support:\nProvide Tier 1 and basic Tier 2 support for passwords, account lockouts, software and device issues.\nPurchase, configure, assign and track laptops, monitors, phones, tablets and related equipment.\nCoordinate equipment returns, repairs, replacements and secure reassignment.\nInstall and maintain physical clock-in stations, including power and network connections.\nEscalate complex IT, privacy or cybersecurity concerns. \nWebsite & CRM Support:\nComplete routine WordPress edits, publish approved content and repair broken links.\nUpdate plugins and make minor HTML or CSS changes.\nTest mobile responsiveness and confirm online forms route inquiries correctly.\nDocumentation & Improvement:\nMaintain procedures, access lists, inventories and user guides.\nFollow privacy, confidentiality and cybersecurity requirements.\nIdentify ways to improve processes and reduce manual work.\nSupport system testing, upgrades and staff training.\nComplete other related duties as assigned.\nRequirements\nDiploma or degree in human resources, business administration, information technology, office administration or a related field.\nTwo or more years of related HR administration, business systems or IT support experience.\nMust have a personal vehicle and be able to travel to field locations in Southern Ontario as needed. \nExperience with Microsoft 365 administration and employee onboarding/offboarding.\nExperience with HubSpot or another CRM platform.\nExperience with time-tracking, VoIP, Apple devices or WordPress is an asset.\nProficiency with Outlook, Word, Excel, Teams and SharePoint.\nStrong organization, accuracy and attention to detail.\nAbility to handle confidential employee and business information.\nGood technical troubleshooting and problem-solving skills.\nClear communication, customer service and teamwork.\nAbility to manage priorities, meet deadlines and recognize when escalation is required.\nTHE POD GROUP\nThe Pod Group (PG) is a creative consulting group that provides customized and innovative solutions to support our client’s growth and ultimate success while promoting the integration of equity, diversity, inclusion and belonging in creating culture and engagement.\nWe balance strategy and people to help community organizations make better use of their resources by focusing on building the competencies to promote people-centric organizations.\nWe promote a unique approach while incorporating marketing and human resources as an integral component of strategy, mission, and vision. This focus aligns strategy with the development of a culture that embraces all stakeholders and a community spirit while ensuring an effective plan that meets the requirements of the organization.\nWe thank you for your interest in applying!\nSalary Range: $45,000 to $55,000 CAD Annually (with comprehensive health and dental benefits)\nVacancy: Current Opening","description_format":"text","description_chars":5725,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":true,"languages":[]},"benefits":["Equity"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Human Resources"],"lifecycle":[{"event":"open","at":"2026-10-19T15:55:22Z"}],"visa":[],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":4,"expected_fill_days":49,"reasons":["conf:2","win:early"],"computed_at":"2026-10-24T06:02:35Z"},"pay":{"stated_usd_annual":39166,"is_top_pay":false},"html_url":"https://alion.io/job/the-pod-group-office-coordinator","json_url":"https://alion.io/job/the-pod-group-office-coordinator.json","meta":{"generated_at":"2026-10-24T07:33:09Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":11106,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-25T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":1623885},"rest":"https://alion.io/mcp/rest/get_company?id=1623885"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fthe-pod-group-office-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fthe-pod-group-office-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fthe-pod-group-office-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/the-pod-group-office-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fthe-pod-group-office-coordinator"}]}