Office Administration Coordinator (Finance & Administration)

Prophix helps finance teams work with greater flexibility and confidence through Prophix One™, our Financial Performance Platform. We bring planning, reporting, and automation together so people can focus on higher-value work instead of repetitive tasks. As we introduce more AI-enabled capabilities, you will be part of a human-centered innovation journey where intelligent tools support better outcomes while people lead the decisions that matter.
We're headquartered in the Greater Toronto Area, with teams and offices across North America, Europe, and Australia.
Our Workplace and Office Coordinator is the welcoming face of Prophix! In this role, you will be responsible for a wide range of duties that impact employee experience, office environment and administration.
As part of the People and Culture team, you will report to the Team Lead, Internal Communications & Administration. This role is fully on-site and based at our headquarters in Etobicoke.

You’ll be asked to jump in and assist where help is needed and part of your role will be uncovering opportunities for improvement.
Act as primary liaison between building management and Prophix (setting up new employee access, removing employee access, assigning parking transponders, responding to building inquiries, posting building notices, etc.)
Answer switchboard, screen, and direct calls in a professional manner, taking and relaying messages as necessary (15-20 calls/day)
Provide general administrative and clerical support for various departments (including catering requests, parking validation and transponder management, hotel accommodations, etc.)
Purchase & maintain office and kitchen supply inventory
Assist with the coordination of any office renovations & maintain shared office spaces
Manage swag inventory and distribution
Coordinate executive-level interview scheduling in partnership with Talent Acquisition
Receive and sort mail and deliveries, prepare/ship courier requests using FedEx
Previous administrative experience in a responsible role
Proficient in Microsoft Office Suite; particularly Microsoft Outlook, Microsoft Word, Microsoft PowerPoint and Microsoft Excel
Highly customer-service oriented with strong aspirations to help others
Must be willing to be on-site at our Prophix Headquarters daily.
Post-secondary certificate or diploma in an office administration-related field is an asset
Prophix builds technology that helps organizations plan, forecast, and make better decisions through Prophix One™, our Financial Performance Platform. You’ll work with colleagues and customers across multiple regions, contribute to a platform used by thousands of organizations, and help advance our AI-enabled capabilities that support smarter, more human-centred work. You’ll also have opportunities to grow your skills, learn modern tools, and collaborate with leaders who value continuous improvement.
Comprehensive health, dental, vision, and mental-health coverage
Retirement savings with employer contributions
Parental leave top-up
Generous paid time off including vacation and sick time
Social events, team activities, and opportunities to build community
Opportunities to participate in Environmental, Social, and Governance (ESG) initiatives
The total target compensation for this role is $65,000 CAD to $70,000 CAD, in accordance with applicable pay transparency laws in Canada and the United States. Actual compensation will be determined based on factors such as skills, experience, location, and internal equity.

If this feels like the right environment for you, we’d love to meet you and help you build your career as a Phixer!

If you need accommodation at any stage, we’ll work with you. As part of our commitment to Responsible AI, we use a small number of AI-supported tools to help with tasks like resume review, shortlisting, or creating interview summaries. AI is never used as the sole basis for hiring decisions, and your personal data is never used to train AI models.