About Calian

At Calian, we help organizations overcome obstacles, manage risks, and drive progress. Since 1982, we’ve grown from a small consulting firm into a trusted global company across defence, space, health, nuclear energy, public safety, and government.

We create innovative solutions that tackle complex challenges and help organizations and communities stay resilient, informed, and connected. If you’re driven by purpose and energized by solving real-world challenges, we want you on our team.

Job Type: Full Time

Position Overview

We are looking for a full-time Office Coordinator for our Toronto, Steeles Ave. site. This role is central to maintaining smooth front-office operations and providing comprehensive support across administration, facilities, event planning, and special projects. The ideal candidate is independent, proactive, and adaptable, able to manage multiple priorities while creating a positive experience for employees, visitors, and clients.

Note: This is primarily an on-site role in Toronto, with some flexibility to work from home occasionally.

Responsibilities

Administration

  • Manage the front office, main phone line, printers, and office supplies.
  • Greet employees, visitors, and clients, ensuring a professional and welcoming environment.
  • Maintain visitor records in accordance with security procedures.
  • Support finance and management with filing, proof of deliveries, and other administrative tasks.
  • Compile and present data to management using analytical skills.

Office Management

  • Maintain inventory and coordinate procurement of office supplies.
  • Ensure office equipment is properly maintained and serviced.
  • Liaise with Facilities, vendors, building management, and IS support.
  • Assist with office and facility project planning and execution.

Event Planning

  • Coordinate office activities and company-wide events.
  • Organize employee engagement initiatives and team-building events.

Additional Duties

  • Support special projects and research tasks as assigned by management.
  • Assist with travel coordination, Concur bookings, and liaising with finance/travel providers.

Qualifications

  • Business diploma or equivalent administrative experience.
  • Minimum 3 years in an administrative or office coordination role.
  • Proficiency in MS Office (Word, Excel, PowerPoint).
  • Strong multi-tasking, prioritization, and problem-solving skills.
  • Excellent written and oral communication; able to interact effectively at all levels.
  • Demonstrated tact, diplomacy, and confidentiality.
  • Resourceful, proactive, and able to work independently.

Additional Requirements

  • Must be based on-site in Toronto; occasional remote work is possible.
  • Flexible and adaptable, able to support occasional cross-site tasks (Burlington, Mississauga).
  • Committed to creating a positive experience for employees and visitors.
  • Able to anticipate needs, solve problems independently, and maintain professionalism under pressure.
  • Willingness to take on special projects and travel coordination responsibilities.

What Happens Next?

  • Notify Your Manager: Before applying—or immediately after—you are asked to inform your current manager of your application, in line with our Internal Transfer Guidelines Policy.
  • Hiring Manager Notification: The hiring manager for the new role will be made aware of your application.
  • 1:1 Interview: A Corporate Talent Acquisition Specialist will contact you to schedule a one-on-one interview following your application.
  • Eligibility: Employees are generally expected to have at least 18 months of tenure with Calian, including 12 months in their current position, to be eligible for an internal transfer. For full details, consult the Corporate Talent Acquisition and Hiring Policy or contact your Talent Acquisition team.

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AI Usage Disclosure

At Calian, we do not use Artificial Intelligence (AI) to screen or evaluate candidates. AI tools may support backend administrative tasks, but they do not influence hiring decisions. All evaluations and decisions are made by real people on our recruitment team and hiring managers. All applicants are reviewed and only those chosen for an interview will be contacted by our recruiting team.

How we hire

  • Our hiring process is designed to help us get to know you and discover if you are the best fit for our team. It’s also an opportunity for you to gauge if a role at Calian is the right fit for you.

    Throughout the process, we’ll share details of the kind of work you’ll be doing, the projects you’ll be working on, the team you’ll be joining, and what it’s like working at Calian. Our biggest tip throughout the process is to  just be your authentic self! 
  • Our commitment to diverse, yet highly specialized solutions require many different skills and abilities. We look for the best talent that can contribute to Calian’s success as well as enhance our  culture. We encourage you to apply to a role or join our talent community and sign up for job alerts that match your area of expertise and what you are looking for in your next opportunity.  

    During the recruiting process, you’re encouraged to notify us of any accommodations you may require. We’ll be happy to help. 

  • We give the same time and consideration to everyone who applies. Here are a few things you can do to ensure your application shines: 

    • Do your research on Calian, the department, and team you are looking to join 
    • Add a cover letter that explains why you are a good fit for this position  
    • Share a portfolio, personal websites, or links to your professional social media 
    • In your CV, highlight your key achievements – this is your time to brag 
    • Include dates! Share the timeline of your experience 
    • Stand out by tailoring your resume to each position you apply to  
    • Only apply to roles you’re genuinely interested in and that align to your experience 
    • Be prepared! Do your research on Calian, the department, and team you are looking to join
    • View the responsibilities for the role and find examples that demonstrate how you’ve completed these in your previous work  experience 
    • Prepare a list of questions to ask us 
    • Dress business casual for your interview (virtual and in person) 
    • We assess your skills and fit, you assess our fit for you 
    • We keep you updated and share expectations as we make progress in the recruiting cycle  
    • Feel free to reach out to your Talent Acquisition Specialist at any time during the hiring process