Office Coordinator

About Us

OSI Maritime Systems are a leading provider of integrated navigation and tactical solutions for naval and maritime security operations. We specialize in designing and delivering advanced electronic navigation systems, including Warship Electronic Chart Display and Information System (WECDIS) and Integrated Bridge Systems (IBS). OSI's technology is used by navies and coast guards worldwide to enhance situational awareness, operational efficiency, and mission effectiveness. With a global presence, we have offices here in Canada, the UK, Taiwan, Australia and Germany.

The Role

We’re looking for an organized and proactive Office Coordinator to join our team. In this role, you’ll ensure the smooth day-to-day operation of our office while supporting various administrative tasks. You’ll be the go-to person for office management, fostering a welcoming environment for employees, clients, and visitors.

Key Responsibilities

Front Office Management:

• Greet and assist clients, customers, and visitors, ensuring a positive first impression.
• Handle incoming calls on the general business line as needed.
• Coordinate visitor sign-ins and escort vendors, maintaining compliance with health and safety guidelines.
  
  

Administrative Support:

• Manage mail distribution and courier services.
• Compile and submit monthly expenses for approval.
• Provide administrative support for general inquiries and office-related tasks.
  
  

Office Coordination:

• Oversee the setup and maintenance of office spaces, including desk layouts for new hires and minor office moves.
• Manage photocopier maintenance, repairs, and supply inventory.
• Coordinate and maintain catering requests, supplies, and cleanup.
• Monitor and order supplies for the office, kitchen, and photocopier rooms, ensuring inventory is stocked.
• Handle parking stall assignments for new hires and update records for departing employees.
  
  

Onboarding and Employee Support:

• Assist with onboarding activities, including facility tours, vehicle data collection, and workspace setup.
• Order business cards and coordinate cell phone travel packs for employees.
  
  

Facilities Management:

• Liaise with building maintenance for office repairs and improvements.
• Coordinate service delivery for kitchen amenities and report equipment issues.
  
  

Health & Safety:

• Perform visitor health screening and stay updated with health authority guidelines.
  
  

You Bring

• Education & Experience: Post-secondary education in office services and 3–5 years in an office environment.
• Skills: Strong attention to detail, excellent communication (written and verbal), advanced Microsoft Word/Excel, time management, and multitasking abilities.
• Professionalism: Ability to handle confidential information and interact effectively with employees and visitors at all levels.
• Technical Knowledge: Familiarity with office equipment like phones, photocopiers, and fax machines.
• Requirements: Eligibility for Canadian security clearance and comfort with occasional physical tasks (e.g., lifting supplies).
  
  

Why OSI?

At OSI, we invest in your growth with professional development support—funding, time, and opportunities to advance your career. We're a dynamic, change-driven company that values new ideas and continuous improvement.

We embrace diversity and foster an inclusive culture because it makes us stronger.

Our benefits include:

• Extended healthcare & dental
• Group Retirement Savings Plan
• Emergency Travel Assistance
• Employee & Family Assistance Program
• Flexible working options
  
  

If you need accommodations during the hiring process, please contact Talent Acquisition.

Apply Now