Job Overview
The 100% in-office Office Coordinator creates a warm and welcoming atmosphere as the first point of contact for employees, clients, customers, guests, and vendors who come to our office. The Office Coordinator is responsible for the smooth operation of the entire office as well as providing ad hoc assistance as required. The Office Coordinator reports to the Executive Assistant/Office Manager.
HOURS: Monday to Friday 7:30am to 4:30pm with an hour unpaid lunch (40 hours per week) OR Monday to Friday 8:45am to 3:15pm with a half hour unpaid lunch (30 hours per week)
Duties and responsibilities include, but are not limited to:
General
- Other duties as assigned by the Executive Assistant & Office Manager, Chairman’s Suite, or Leadership;
- Provide backup for the Executive Assistant & Office Manager and Admin Assistant for Chairman as required;
Front Desk
- Act as the gatekeeper to the office (role located at the front desk);
- Event planning including the Holiday party, employee celebrations, long service award luncheon, and annual team building event;
- Coordinate employee birthday celebrations;
- Chair the office social committee;
- Maintain office efficiency by ensuing kitchens, common areas and meeting rooms are kept tidy & clean and supply room is kept organized and stocked;
- Receive and distribute daily mail, courier packages, and interoffice mail in a timely manner;
- Monitor, manage, and maintain the meeting room reservation system including catering, zoom, and conference system;
- Responsible for the set-up of all inter-office meetings and functions including but not limited to conference sign-in, catering, video and or presentation set-up, or other duties as assigned by organizer;
- Provide timely communication to employees on matters of cleaning, maintenance and building systems;
- Assist other departments as required/requested;
- Order office supplies as required;
- Purchase, stock and monitor kitchen supplies;
- Assist the IT department with administrative needs;
- Organize the setup of the office for new employees and coordinate office moves;
Committee’s
- Act as the Chair of the social committee taking a lead role in organizing any office functions;
- Act as a fire warden for the organization;
- Sit on the Joint Health and Safety Committee; and
- Sit on the IT Steering Committee for the administrative team.
REQUIREMENTS:
To meet the challenges of this role, the incumbent must have strong verbal and written communication skills with high attention to detail. The incumbent must have a professional personal appearance, be a strong team player and have a positive attitude. The incumbent must take initiative and be able to anticipate the needs of guests to the office and the staff,
Other requirements include:
- Legally entitled to work in Canada;
- 3+ years administrative experience;
- Must be able to work between the hours noted above;
- This position is 100% in office;
- Exceptional professionalism;
- Knowledge of administrative and clerical procedures, customer service principles and practices;
- Technologically inclined with good working knowledge of the Microsoft Office suite and basic trouble shooting abilities;
- First Aid certification is an asset;
- Adaptable and responsive to emerging priorities; and
- Knowledge of proper email and phone etiquette.
Pay: $24.00-$31.00 per hour
Benefits:
- Company pension
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care
- Wellness program
Work Location: In person
