Admin & Project Coordinator Job at Ontario Plants Propagation Limited (St. Thomas / Glencoe, Ontario)

Job Description

The Admin & Project Coordinator provides structured administrative support while helping drive execution across executive and cross-functional initiatives. Working closely with the Executive Assistant, this role ensures the Executive Office runs with precision, professionalism, and responsiveness. In addition to core administrative coordination, you will support internal projects, track deliverables, and help move initiatives forward. This is a development-track role ideal for someone who enjoys ownership, thrives in fast-paced environments, and takes pride in making organizations operate better.

Job Responsibility

Serve as a professional first point of contact for visitors and general inquiries
Manage meeting room logistics, hospitality readiness, and catering
Oversee office supply inventory and vendor coordination
Support travel bookings, itineraries, and visiting guest logistics
Liaise with greenhouse teams to coordinate tours and executive site visits
Provide organized, proactive day-to-day support
Coordinate executive scheduling, meetings, agendas, and materials
Draft and format correspondence, documents, and presentations
Track follow-ups and action items to ensure timely execution
Handle confidential information with discretion and maturity
Support internal projects by tracking timelines, deliverables, and communication
Assist in preparing project documentation, summaries, and status updates
Coordinate cross-functional meetings and ensure alignment across teams
Identify process improvements and help implement structured workflows
Assist with internal events, executive gatherings, and company initiatives
Contribute positively to a high-performance, team-oriented culture within the Executive Office

Requirements

3–5 years’ experience in administrative, office coordination, or project support roles
Demonstrated ability to manage multiple priorities with structure and clarity
Strong organizational and time-management skills
Professional written and verbal communication abilities
Proficiency in Microsoft Office and virtual meeting platforms
Comfortable learning new systems and digital tools
Valid driver’s licence and ability to travel between facilities as required

Nice to have

Experience supporting executive-level environments
Exposure to marketing coordination, website updates, or digital content creation
Experience working with spreadsheets, databases, and tracking systems
Tech-savvy and system-oriented mindset

What we offer

Eligibility for a performance-based annual incentive, subject to company and individual performance
Comprehensive health, dental, and vision benefits, plus retirement savings plan
A pivotal role in shaping the future of sustainable agriculture
Opportunities for career advancement in a rapidly expanding organization
A dynamic and friendly work environment, with an active social committee organizing events such as sports activities, BBQs, and fun gatherings
Thrive in a supportive, team-focused environment with work-life balance, team events, and perks like coffee/snack corners and referral bonuses

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Admin & Project Coordinator

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