Description:
The Office Coordinator oversees the reception desk, the office, and occupational health & safety, in a multi-location environment and additionally is a resource to the IT manager, and the HR team. The Office Coordinator is also responsible for a wide variety of clerical office duties in support of the organization’s administration. Additional duties include coordinating and communicating office activities, greeting, and screening visitors, answering, and handling inbound telephone calls. For clarity, inquiry emails and telephone communications are undertaken by the Solutions contact team and are not a responsibility of the Office Coordinator.
What we offer you
- Comprehensive benefits coverage
- Employee & family assistance program
- Defined contribution pension plan
- Flexible schedule arrangements
- Prime downtown location close to transit & shopping
- No charge gym membership & shower facilities
What you’ll be doing
- Respond to telephone, e-mail, and in-person inquiries from clients, business partners, and other parties
- Refer all inquiries to the appropriate individuals, divisions, or departments across the organization
- Take and record telephone, e-mail, or written message for staff members
- Type forms, letters, reports, and memos as necessary
- Order office supplies, organize, maintain, and coordinate office equipment and supplies in their proper locations
- Responsible for ordering kitchen/kitchenette supplies and maintaining cleanliness
- As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions
- Ensure appropriate evacuation procedures are carried out in the event of an emergency
- Observe and report any security issues to the HR Generalist
- Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence
- Maintain the reception and office in a tidy and presentable manner
- Manage the off-site records storage
- Assist in building security management
- Ensure compliance with relevant employment and occupational health and safety legislation
- Communicate the organization’s safety policies in accordance with applicable federal safety standards and local laws
- Track IT equipment of on/off boarded employees and assign building passes when required
You’ll need to have
- High school diploma, GED, college diploma, university degree, or an acceptable combination of education and experience
- 2 years of direct work experience as a receptionist/office coordinator
- Able to write simple correspondence, including memos, letters, etc.
- General mathematical skills
- Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items
- Strong knowledge of Microsoft Office products, including Excel, Word, and PowerPoint
- Excellent analytical and problem-solving skills
- Superior telephone manners and strong interpersonal skills
- Strong written and verbal skills to communicate with all levels of the organization and its executive team
- Strong customer service orientation
- Fluent in English and French