Administrative Coordinator

Administrative Coordinator 

Reporting to the Director of Operations, the Administrative Coordinator plays a pivotal role in advancing North Forge’s mission by providing administrative, human resources, operational, and front-facing support across the organization. This position acts as a key point of contact for tenants, visitors, staff, and stakeholders while supporting executive coordination, office operations, and internal administrative functions.

This role is ideal for a highly organized, service-oriented, and proactive professional who thrives in a fast-paced, collaborative environment. The successful candidate will bring strong communication, problem-solving, and relationship-management skills while ensuring that the Innovation Hub operates smoothly and professionally.

The role balances front desk and tenant-facing responsibilities with executive and organizational administrative support, contributing to both daily operations and broader organizational initiatives.

Key Responsibilities

Office Administration & Tenant Support

• Serve as the primary front desk contact for tenants, visitors, founders, and guests.
• Respond to general inquiries by phone, email, and through the inbox.
• Support office tenants and coworking members with office rentals, parking, access cards, and general building inquiries.
• Coordinate boardroom bookings, mail distribution, office supplies, coffee supplies, and general office organization.
• Maintain a welcoming, organized, and professional office environment.
• Coordinate building-related requests and maintenance concerns with SmartPark and external vendors.
• Support workplace safety initiatives, including Fire Warden responsibilities and emergency preparedness coordination.

Administrative & Executive Support

• Provide administrative support to the President & CEO, leadership team, and departments across North Forge.
• Assist with calendar coordination, meetings, travel arrangements, agendas, presentations, and organizational correspondence.
• Support internal meetings through scheduling, note-taking, follow-up, and action tracking.
• Assist with project coordination, document organization, internal communications, and day-to-day administrative activities.
• Assist with organizational events, initiatives, and special projects as required.

Human Resources & Staff Onboarding

• Support onboarding for employees, contractors, mentors, and consultants, including workspace setup, system access, and onboarding coordination.
• In coordination with the Director of Operations, maintain employee records, onboarding checklists, vacation tracking, and HR-related administrative files.
• Lead employee engagement initiatives, including staff celebrations and team activities.
• Assist with communicating organizational policies, procedures, and workplace standards.
• Maintain confidentiality when handling employee and organizational information.

Technology, Data, & Systems Support

• Support the monthly corporate credit card reconciliation process by entering transaction data and following up on outstanding documentation. 
• Provide basic administrative technology support for staff, including Google Workspace, Microsoft 365, and VOIP phone system
• Coordinate with external IT providers and vendors for troubleshooting and support.
• Assist with employee account setup, software access, and cybersecurity coordination.

Relationship Management & Communication

• Maintain professional and service-oriented communication with staff, tenants, visitors, vendors, and external contacts. 
• Communicate professionally and effectively with internal and external stakeholders.
• Exercise discretion and professionalism when handling confidential or sensitive information.

Qualifications / Requirements

• Three to five years of experience in an administrative, office coordination, or executive support role.
• Demonstrated ability to coordinate multiple administrative functions across office operations, executive support, human resources, and organizational systems.
• Exceptional organizational and time management skills, with the ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and a high degree of accuracy in administrative and data entry tasks.
• Excellent interpersonal, customer service, and relationship management skills.
• Strong verbal and written communication skills.
• Demonstrated ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Self-starter with the ability to work independently while collaborating effectively across departments.
• Strong problem-solving skills with the ability to anticipate needs and take initiative.
• Experience coordinating meetings, calendars, travel arrangements, and organizational events is an asset.
• Experience with Microsoft 365, Google Workspace, Monday.com, QuickBooks, or similar business systems is considered an asset.
• Comfortable learning new technologies and supporting staff with basic administrative technology needs.
• Ability to build positive relationships with tenants, founders, staff, vendors, and external stakeholders.
• Commitment to continuous improvement of administrative processes and office operations.
• Available to work flexible hours, including occasional evenings, early mornings, and weekends, as required.

Employment Details

• Comprehensive health and dental benefits package, including health and lifestyle spending accounts.
• Free parking is included.
• This position is not remote. The office is based at the North Forge Smartpark location (441-100 Innovation Drive) in Winnipeg, Manitoba.

Application

Want to stand out? Email your cover letter and resume to instead of applying on LinkedIn! In the subject line, please include \"Administrative Coordinator Job Posting.\"

Deadline for applications is: July 24, 2026

Equal Opportunity Employer

North Forge is an award-winning equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees, where everyone is respected and appreciated for their unique contributions.