Corporate Operations Coordinator

As part of Potentia’s Corporate Operations team, this position reports to the Manager, Corporate Operations and has no direct reports.

The Corporate Operations Coordinator is the day-to-day engine of Potentia’s workplace and executive support: dedicated executive assistant to the CEO, President, and General Counsel, and owner of general office administration — reception, mail, facilities, supplies, and vendor coordination — for Potentia’s head office.

someone who is organized, discreet, and equally comfortable managing an executive’s calendar and keeping the office running smoothly. They bring strong judgment, follow-through, and a professional, service-oriented approach to both executive support and office operations.

Manage calendars, scheduling, and meeting coordination for the CEO, President & GC, resolving conflicts and prioritizing competing requests;

Arrange travel (flights, hotels, itineraries) and process related expense reports;

Coordinate logistics for executive and board meetings, including room setup and catering;

Handle sensitive and confidential information relating to the executive team with a high degree of discretion;

Open and secure the reception area on in-office days; greet employees, candidates, and visitors and direct them appropriately;

Act as the first point of contact for general office inquiries, in person, by email, and by phone;

Process incoming mail and courier deliveries: sort, scan, and distribute to recipients;

Prepare outgoing mail and packages — waybills, labels, and postage — and maintain the Mail & Courier tracking log;

Receive cheques from Accounts Payable, package and post them securely, and confirm any special mailing instructions before sending;

Coordinate courier pickups and shipments (FedEx, Canada Post, Purolator, UPS) for business mail, employee gifts, and event materials;

Maintain meeting rooms, the employee lounge and pantry, and office printers/equipment, coordinating vendor service calls as needed;

Submit and track building/facilities service tickets with property management and follow up to resolution;

Track pantry and stationery inventory; place and follow up on vendor orders; research and compare office vendors on price, quality, and service;

Maintain organized digital and physical filing systems for corporate and administrative records (not confidential HR files, which People & Culture owns), including offsite records storage (e.g., Iron Mountain);

Process monthly corporate credit card expense reports: reconcile statements against invoices/receipts and follow up on missing documentation;

Maintain SOPs and checklists for Corporate Operations processes, partnering with the Manager, Corporate Operations on process quality;

Perform Division Coordinator duties in NetSuite for all Corporate Operations vendors;

Support the People & Culture team to execute logistics for town halls, social committee events, seasonal celebrations, and recognition programs — venue, catering, RSVPs, signage, and supplies.

Potentia Renewables is an equal opportunity employer committed to building a diverse and inclusive workplace. We welcome applications from individuals of all backgrounds and encourage candidates from underrepresented communities to apply.

As part of our commitment to an efficient and fair recruitment process, Potentia may use artificial intelligence (AI) tools to help screen and assess applications. These tools support our team’s decision-making, and all final hiring decisions are made by people.

Applications will be accepted until a qualified talent pool is compiled.