Office and Procurement Coordinator

JOIN ADAPT'S IMPACTFUL TEAM

Become part of the ADAPT team-where your work truly matters. We champion career development, foster a positive and supportive culture, and celebrate a diverse and inclusive environment.

ABOUT THE ROLE

Position: Office and Procurement Coordinator

Type of role: full time, permanent

Location: Oakville, ON with occasional travel across Halton Region

Posting is for an existing vacancy.

WHAT'S IN IT FOR YOU?

• A fun, cooperative, and diverse team environment
• Exceptional work–life balance with growth opportunities
• Top of the line benefits and competitive salaries with clear progression path
• Cross‑professional collaboration to enhance your skills and impact
• Access to ongoing training and career development

WHAT YOU'LL DO

The Office and Procurement Coordinator is a multi‑functional role responsible for supporting procurement, information technology, office operations, communications, and administrative functions across ADAPT. This role ensures efficient purchasing processes, reliable IT support, well‑run office operations, and smooth day‑to‑day administrative coordination, while maintaining compliance with organizational policies and legislative requirements.

KEY RESPONSIBILITIES

Procurement and Purchasing

• Manage procurement activities in accordance with ADAPT’s Procurement Policy, including purchasing, inventory tracking, and credit card reconciliation.
• Coordinate staff purchasing and professional development requests, ensuring approvals and documentation are complete.
• Maintain vendor relationships, contracts, and records while supporting cost‑effective sourcing and issue resolution.

Information Technology Support

• Act as the first point of contact for staff IT issues and coordinate support with external IT service providers.
• Prepare, deploy, and track IT equipment, software licenses, and cybersecurity tools for staff onboarding, transfers, and offboarding.
• Maintain accurate records of assigned IT equipment and devices in the HRIS.

Operations

• Coordinate office operations including telecommunications, copiers, keys, parking passes, PPE, and medical equipment.
• Liaise with landlords, service providers, and contractors to ensure offices and equipment are maintained effectively.
• Support office moves, new office setups, and staff relocations.

Marketing and Communications Support

• Assist with the development and maintenance of external marketing materials and the agency website.
• Support internal communications through the agency intranet and related platforms.

Administrative Support

• Provide administrative support to leadership, including meeting coordination and logistical support.
• Assist with agency events, transportation coordination, and maintenance of procedures and best‑practice documentation.
• Ensure confidentiality and compliance with organizational policies at all times.

WHAT WE ASK FOR

Education

• Post‑secondary diploma or degree in Business Administration, Office Administration, Supply Chain Management, Procurement, or a related field
• Equivalent combination of education and relevant work experience may be considered

Licenses, certification, credentials

• Non-violent crisis intervention, First Aid/ CPR are assets.

Experience

• At least 3-5 years of experience in office coordination, administrative roles and procurement.
• Experience in a non-profit environment is an asset.

YOUR SKILLS AND KNOWLEDGE

Office Administration

• Knowledge of bookkeeping and basic accounting principles.
• Strong organizational and time‑management skills with the ability to manage multiple priorities.
• Experience coordinating office operations, supplies, records, and administrative processes.
• High attention to detail and accuracy.

Procurement and Vendor Management

• Strong understanding of procurement processes and best practices in non-profits.
• Ability to source suppliers, collect and evaluate vendor information, and maintain accurate vendor records.
• Knowledge of basic contract terms, purchasing policies, and legislative or compliance requirements.

Technical Skills

• Proficient in Microsoft Office / Microsoft 365 (Word, Excel, Outlook, Teams).
• Comfortable working with procurement, finance, or document‑management systems such as WASP.
• Knowledge of IT principles, concepts, and methods, systems testing and evaluation principles, IT security principles and methods, internet technologies, and/or emerging information technologies.

Communication and Relationship Management

• Strong written and verbal communication skills.
• Ability to build and maintain effective working relationships with internal stakeholders and external vendors.
• Professional, customer‑service‑oriented approach.

Analytical and Problem‑Solving

• Ability to identify inefficiencies and contribute to process improvements.
• Strong problem‑solving skills with a proactive and solutions‑focused mindset.
• Personal attributes: highly organized and dependable, proactive and self‑motivated, able to work independently as well as collaboratively in a team environment, able to demonstrate discretion and professionalism when handling confidential information

WORK CONDITIONS

Work conditions depend on the ADAPT model of operations, and may, but do not have to, include a combination of remote and in-person work arrangement

• Working remotely from home-office
• Working in a busy office environment with frequent interruptions
• Travel between various offices as required
• Manual dexterity required to use desktop computer and peripherals
• Various physical actions of mobility are required (minimal/ medium occasional lifting, sitting for periods of time, moderate wrist motions)

TRANSPORTATION

• To successfully fulfill duties of the role, current valid driver's licence and regular access to a dependable vehicle is required.

WHY ADAPT?

ADAPT (Halton Alcohol Drug and Gambling Assessment Prevention and Treatment Services) is one of Ontario’s largest and most diversified addiction and mental health agencies, offering comprehensive services to help those impacted by alcohol, drugs or gambling.

We believe your best work comes when you feel empowered, included, and supported, because thriving employees create thriving communities. We offer competitive compensation, generous paid time off, a flexible hybrid work environment, and comprehensive tools to support your professional growth.

Accessibility and Accommodation

ADAPT is committed to the Accessibility for Ontarians with Disabilities Act (AODA): we will provide accommodations throughout the hiring process. When invited to an interview, you can request accommodations, and we’ll tailor the process to suit your needs.

Diversity, Equity and Inclusion

ADAPT values diversity and inclusion. We encourage candidates from First Nations, Métis, Inuit, racialized, LGBTQ2S+, women, people with disabilities, and those with lived experience to apply.

APPLY NOW

You are invited to submit your resume and cover letter.

Use of Artificial Intelligence (AI) in hiring

ADAPT is not using AI in hiring for this role.

We appreciate all applications, but only those selected for interviews will be contacted. Personal information is managed under the Freedom of Information and Protection of Privacy Act.