{"id":1919969,"url":"https://alion.io/job/waertsilae-office-coordinator","title":"Office Coordinator","company":{"id":93154,"name":"Wärtsilä","domain":"wartsila.com","url":"https://alion.io/company/wartsila-com","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"SuccessFactors","truth_index":{"grade":"A","score":100,"open_postings":8,"ghost_share":0,"stale_share":0.125,"repost_share":0,"time_to_fill_p50_days":17,"computed_at":"2026-10-08T05:49:30Z"}},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":null,"work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"explicit","locations":["Dartmouth, Canada"],"countries":["CA"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":32000,"max_usd":55000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":302},"experience_years_min":2,"visa_sponsorship":true,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Computer Use","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-10-05T17:48:12Z","employer_posted_date":"2026-10-05","last_verified_at":"2026-10-09T01:16:46Z","board_verified":true,"closed_at":null,"days_open":3,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":3},"description":"Wärtsilä is an innovative technology company known for being a forerunner in the Marine and Energy markets. Every day, we - Wärtsilians - put our hearts and minds into turning Wärtsilä's purpose of enabling sustainable societies through innovation in technology and services into reality. Our ultimate aim is to provide increased value to both our customers and society. New, game-changing ideas and continuous improvement have been part of our DNA since 1834. Together, we can create new business opportunities and more sustainable future that we can all be proud of.\nWe want to transition the world towards a decarbonised and sustainable future. By pushing the boundaries of engineering and technology, we can make it work. We are always on the lookout for future-oriented talent - want to join the ride?\nJob Summary\nAs an Office Coordinator, you will play a key role in ensuring the smooth and efficient day-to-day operation of our Halifax office while delivering a professional, welcoming, and customer-focused experience for employees, visitors, contractors, clients, and other stakeholders. You will coordinate reception activities, workplace services, facilities support, internal communications, employee engagement initiatives, and operational support for Country Management Team.\nThis role serves as a central point of contact for the site and contributes to creating a safe, organized, and engaging workplace environment. The ideal candidate is highly organized, service-oriented, proactive, and able to effectively manage multiple priorities in a dynamic environment.\nThis opportunity is a 12-month fixed-term contract.\nMain Responsibilities\nServe as the primary point of contact for employees, visitors, contractors, vendors, and guests, delivering professional, welcoming, and customer-focused experience.\nManage visitor administration and site access processes, including visitor registration, badge issuance, access credentials, security procedures, visitor records, directories, and access logs.\nSupport in Canada onboarding and offboarding activities, including workplace orientations, site access, workspace readiness, equipment coordination, and related administrative support.\nMaintain a safe, professional, and functional workplace environment by overseeing the appearance and organization of reception areas, meeting rooms, common spaces, and office facilities.\nCoordinate office operations and administrative services, including mail and courier services, office supplies, workplace consumables, records management, document administration, and other daily operational requirements.\nAdminister company mobile devices and telecommunications programs, including inventory management, distribution, user support, and vendor coordination.\nCoordinate meetings, executive visits, employee events, training sessions, and workplace activities, including scheduling, room reservations, catering, logistics, and site support.\nSupport employee engagement, recognition, wellness, and workplace culture initiatives that contribute to a positive employee experience and organizational effectiveness.\nCoordinate internal communications, site-wide announcements, employee communications, and workplace information channels to support employee engagement and organizational awareness.\nCoordinate facility maintenance activities and workplace services, acting as the local liaison for vendors, contractors, property management, and external service providers.\nMonitor and coordinate facility inspections, repairs, preventive maintenance, and service activities, including HVAC, plumbing, electrical systems, cleaning services, security systems, and general building services.\nSupport workplace safety, environmental, and compliance programs by coordinating safety orientations, emergency preparedness activities, inspections, drills, documentation, and required records.\nMaintain facility, safety, and compliance documentation, including inspection records, permits, certifications, contractor documentation, and regulatory requirements.\nSupport workshop and operational compliance activities by coordinating inspections, maintenance schedules, safety documentation, equipment certifications, PPE monitoring, hazardous waste disposal, and vendor services as required.\nProvide administrative and operational support to local leadership, including reporting, purchase requests, vendor quotations, invoice coordination, special projects, and continuous improvement initiatives.\nPerform other duties, responsibilities, and special projects assigned by management to support business operations and organizational objectives.\nAbout You:\nTo be successful in this role, you will have:\nEducation & Experience:\nHigh school diploma or General Education Development (GED) certificate.\nMinimum of two (2) years of experience in office administration, office coordination, reception, workplace services, facilities support, or a related role.\nExperience coordinating vendors, office operations, meetings, events, or workplace services is considered an asset.\nTechnical Skills:\nProficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.\nAbility to manage administrative systems, records, scheduling tools, and workplace-related documentation.\nExperience supporting mobile device administration, office technology, or workplace systems is considered an asset.\nCore Competencies:\nStrong communication, interpersonal, customer service, and relationship-building skills.\nExcellent organizational, time-management, and multitasking abilities with strong attention to detail.\nProactive, adaptable, and solution-oriented mindset with sound judgment and professionalism.\nCommitment to delivering a positive employee and visitor experience.\nAdditional Requirements:\nAbility to reliably commute to and work onsite at the Halifax office location five days per week.\nThis role is based on site at the Halifax office and requires regular interaction with employees, visitors, contractors, and vendors.\nThe position involves a combination of desk-based administrative work and movement throughout the office and workshop facilities.\nFrequent computer use and occasional standing, walking, bending, reaching, and lifting office supplies or materials may be required.\nOccasional lifting and carrying of materials, supplies, equipment, or packages up to 25 lbs. (11 kg) may be required.\nThe ability to support meetings, workplace activities, site inspections, and facility-related tasks is required.\nLast application date: 19/10/2026\nAt Wärtsilä we value, respect and embrace all our differences, and are committed to diversity, inclusion and equal employment opportunities; everyone can be their true self and succeed based on their job-relevant merits and abilities.\nPlease note that according to Wärtsilä policy, voluntary consent for a security check may be required from candidates being considered for this position, depending on the applicable country.\nThis is Wärtsilä\nWärtsilä is a global leader in innovative technologies and lifecycle solutions for the marine and energy markets. Our team of 18,300 professionals, in more than 230 locations in 77 countries, shape the decarbonisation transformation of our industries across the globe. Read more on www.wartsila.com.\nSuccessful applicants must be authorized to work in Canada without sponsorship.\nTravel Requirements: This position requires a 70% travel commitment, encompassing both domestic and international, including onshore and offshore locations. The role demands adaptability to varying travel demands, with an expectation of extended periods away from the primary work location. Prospective candidates should be prepared to fulfill these travel obligations as an integral aspect of the position's responsibilities.\nWartsila is committed to Employment Equity, supports diversity in the workplace, and encourages applications from all qualified individuals, including women, members of visible minorities, Indigenous persons, and persons with disabilities.\nIf you require accommodation during the recruitment process, please let us know, and we will work with you to support your request.\nAt Wärtsilä we value, respect and embrace all our differences, and are committed to diversity, inclusion and equal employment opportunities; everyone can be their true self and succeed based on their job-relevant merits and abilities.\nEffective April 2025, Wartsila companies in Canada have implemented a new hybrid work model. Most employees who live within 60 kilometres of an office will work 2 days per week in office. This model will provide our employees the flexibility of working from home, while also providing the benefits of in-person collaboration twice a week. We will be happy to provide more information during your interview process.\nAs part of the recruitment process, certain roles will be subject to pre-employment conditions, which can include - but are not limited to - reference checks, background screening (criminal record, education, and employment verification), fit-to-work medical assessments, and confirmation of eligibility to work in Canada.","description_format":"text","description_chars":9145,"description_truncated":false,"requirements":{"experience_years_min":2,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"high_school","optional":false},"security_clearance":false,"languages":[]},"benefits":["Equity","Hybrid work"],"hiring_locations":[{"name":"Canada","iso":"CA","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Environmental Science"],"lifecycle":[{"event":"open","at":"2026-10-05T17:48:12Z"}],"visa":[],"liveness":{"score":90,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.903,"p_room":1,"age_days":2,"expected_fill_days":17,"reasons":["conf:0","velocity","win:early","comp:junior"],"computed_at":"2026-10-08T05:49:30Z"},"pay":null,"html_url":"https://alion.io/job/waertsilae-office-coordinator","json_url":"https://alion.io/job/waertsilae-office-coordinator.json","meta":{"generated_at":"2026-10-09T02:33:25Z","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","counted_by":"address","units_charged":1,"used_today":617,"day_limit":5000,"remaining_today":4383,"minute_limit":60,"resets_at":"2026-10-10T00:00:00Z"}},"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":93154},"rest":"https://alion.io/mcp/rest/get_company?id=93154"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fwaertsilae-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%2Fwaertsilae-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%2Fwaertsilae-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/waertsilae-office-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fwaertsilae-office-coordinator"}]}