Description:
As Office Coordinator, you will be responsible for delivering a positive office experience and world-class workplace services that make coming to work better than ever. First Capital has been selected as a top employer multiple years in a row, and behind that nomination is a team that cares about the overall employee experience. Reporting to the Office Manager, you will very much be an essential part of this team in creating a unique, supportive and comfortable atmosphere by welcoming visitors and supporting all employee-facing services. Because you will be so integral to the operations of our Head Office in Liberty Village, you will be required to be on-site every weekday with flexible work time; meaning you will get to make a weekly schedule that works best for you.
WHAT YOU WILL DO:
- Provide administrative support to the Office Manager.
- Respond to incoming calls, directs callers to the proper individual/teams and answer inquiries.
- Sort and distribute incoming mail, and interoffice mail.
- Organize the onboarding and new hire packages for all employees.
- Manage security access card system and ensure documentation is current and accurate.
- Participate as a member of the Joint Health and Safety Committee.
- Conduct Fire Safety and Emergency training and drills as a key member of the Health and Safety Committee team.
- Ensure office floor plans and health and safety plans are always kept up to date.
- Handle the ordering of all office supplies and ensure the office kitchen is always stocked.
- Organize various events for staff, including monthly lunches.
- Process invoices for general office expenses, accruals and petty cash.
- Manage the coordination of all maintenance issues within the office with the property management team or external contractors.
- Coordinate with department managers regarding space planning and new employee setup.
- Collaborate with Workplace Experience team members across different offices on various tasks, including managing the main mailbox and assisting with expense claim submissions during their absence.
- Assist with filing by scanning paperwork and saving it as electronic documents.
- Updating SharePoint for organizing and storing data and documents.
- Handle various ad hoc matters, and participate in different projects, as assigned.
SKILLS:
- Strong organizational skills with the ability to manage multiple tasks efficiently.
- Attention to detail, ensuring accuracy in all tasks and documents.
- Positive with a "can-do" attitude.
- Proficient in Microsoft Word, Excel, PowerPoint, and PDF editing software.
WHAT YOU NEED TO BE SUCCESSFUL:
- A true people person! You have excellent communication skills, and you know how to create connections and lasting first impressions.
- You care about our spaces and providing exceptional customer service.
- You can work independently while being a strong team player; willing to step in, lend a hand as needed, and identify opportunities to do so.