Reports to: Chief Operations Officer
Location: Ottawa, ON
Hours of Work: 9:00 AM – 5:00 PM, Monday - Friday
Who We Are: People’s Choice Warranty is a leading provider of third-party extended warranty and vehicle protection plans, serving customers across Canada. Based in Ottawa, the company partners with automotive dealerships to deliver reliable warranty solutions and exceptional customer service, helping protect customers from unexpected vehicle repair costs.
The Opportunity: We are looking for an Office Coordinator to join our team! The Office Coordinator will be responsible for overseeing day-to-day office operations while providing high-level administrative and executive support. The successful candidate will possess excellent communication skills, strong attention to detail, and the ability to work in a fast-paced, team-oriented environment.
Job Summary: The Office Manager/Executive Assistant role involves managing schedules, coordinating meetings, handling communications, and supporting administrative processes. The role works closely with internal teams to ensure efficient workflows, accurate information sharing, and a high standard of service across all business activities.
Responsibilities and Duties:
- Manage incoming non-customer communications, including phone calls, emails, and general administrative inquiries, ensuring timely follow-up and appropriate escalation.
- Manage executive calendars, appointments, travel arrangements, and daily priorities, ensuring efficient scheduling and proactive coordination.
- Coordinate meetings and events, including preparing materials, managing logistics, and supporting marketing or business initiatives as needed.
- Prepare, edit, and manage correspondence, reports, presentations, and other internal and external communications.
- Maintain organized filing systems (digital and physical), records, and documentation to ensure easy access and accuracy.
- Order and manage office supplies and oversee general office operations to ensure efficiency and organization.
- Perform additional administrative and operational duties as required to support business needs.
Qualifications:
- Administrative Certificate or Diploma (or equivalent experience)
- 1-3 years of experience as an Office Coordinator, Executive Assistant, or similar role
- Strong organizational and multitasking skills with high attention to detail
- Excellent verbal and written communication skills
- Proficiency in Microsoft 365, SharePoint, and general office systems
- Exposure to AI tools such as Claude AI for workflow automation and operational efficiency is considered an asset
- Ability to work independently, prioritize tasks, and meet deadlines
- Strong problem-solving skills and a proactive, solution-oriented mindset
- Ability to maintain confidentiality and exercise discretion when handling sensitive information
- Bilingual communication skills are considered an asset.
Physical & Psychological Working Conditions/Requirements:
- The work is performed in an office environment, which requires long periods of sitting and the use of computer screens. Minimal lifting, bending, and crouching are required.
- Deadline pressures, stress of multi-tasking, communicating, and interacting diplomatically with clients, supervisors, and co-workers.
- Respect, honesty, and sound work ethics are important attributes.
- Accuracy, attention to detail, and focus on day-to-day activities and interactions required.
- Professional demeanor at all times when dealing with clients, employees, and others.
We thank all applicants for their interest; however, only those best suited to our current needs and qualifications will be contacted. No agencies, please.
We are an equal opportunity employer and welcome applications from all interested parties. We are pleased to accommodate the individual needs of job applicants throughout the recruitment and selection process in accordance with the Ontario Human Rights Code and the Accessibility of Ontarians with Disabilities Act, 2005 (AODA). If you require accommodation at any time throughout the recruitment process, please speak with the Hiring Manager.
Pay: $50,000.00-$60,000.00 per year
Application question(s):
- Do you have a Administrative Certificate or Diploma (or equivalent experience)
- 1-3 years of experience as an Office Coordinator, Executive Assistant, or similar role
- Proficiency in Microsoft 365, SharePoint, and general office systems
Work Location: In person
