YOUR ROLE
PROFILE
- Highly organized, detail-oriented, and proactive in anticipating needs
- Experience in office coordination, administration, or a similar support role
- Strong communication and interpersonal skills; comfortable engaging employees, vendors, and visitors
- Skilled at multitasking and prioritizing in a dynamic office setting
- Strong problem‑solving abilities and confidence acting independently
- Collaborative, team-oriented, and service-driven
- Proficient in Microsoft Excel, Word, Outlook, and Teams
- Comfortable managing confidential information
- Able to coordinate across HR, Accounting, and IT functions
- Ambassador of a positive, inclusive, and people-first office culture
- Able to reliably work on-site in Toronto three days per week
ROLE RESPONSIBILITIES
- Administrative Support & Office Coordination
- Greet and host visitors, ensuring a professional and welcoming experience
- Manage phones, inquiries, incoming/outgoing mail, courier packages, and deliveries
- Serve as the primary contact for office-wide administrative communications
- Act as Emergency Plan contact alongside the Senior Director of Accounting
- Maintain a clean, organized, and efficient office environment
- Office Operations & Event Support
- Manage office-wide announcements on Microsoft Teams (closures, HR updates, weather alerts)
- Monitor and replenish office and kitchen supplies; place orders as needed
- Review vendor invoices and route to Accounts Payable for timely payment
- Track office-related expenses and maintain an updated expense report
- Support planning and execution of office events including Race for Equity, Employee Engagement Events, Flu Clinics, and Wellness Fairs
- Support special projects and evolving operational needs
- Property Management Liaison
- Serve as the main contact for building management, security, and maintenance teams
- Coordinate office repairs and maintenance requests (HVAC, electrical, plumbing)
- Log and track service tickets through the building portal; ensure timely follow-up
- HR Administrative Support
- Provide candidate hospitality and interview coordination
- Facilitate new hire onboarding: seating assignments, desk setup, IT coordination, office tours, Teams channel setup
- Support offboarding: collect badges/equipment, notify security, coordinate shipments to IT
- Maintain First Aid Training records and certification schedules
- Track incident reports and support Health & Safety efforts
- Participate in weekly HRBP 1:1s and monthly HR team meetings
- Accounting Administrative Support
- Assist with processing property tax invoices and payments
- Support annual business license renewals
- Enter invoices into the Verify system with accurate coding and details
- Provide Accounts Payable backup during absences or vacations
- All other duties or projects as assigned
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What We Do
The L’OCCITANE Group is a leading international manufacturer and retailer of premium and sustainable beauty and wellness products. The Group operates in 90 countries worldwide and has 3,000 retail outlets including 1,500 of its own stores. Within its portfolio of premium beauty brands that champion organic and natural ingredients are: L’OCCITANE en Provence, Melvita, Erborian, L’OCCITANE au Brésil, LimeLife by Alcone, ELEMIS, Sol de Janeiro and Grown Alchemist. Innovative venture studio, OBRATORI and beauty tech start-up, DUOLAB, are also part of the Group. With its nature-positive vision and entrepreneurial ethos, L’OCCITANE Group is committed to investing in communities, biodiversity, reducing waste and to finding sustainable solutions in order to create a better and healthier planet. The mission statement of the Group is: with empowerment we positively impact people and regenerate nature.
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