POSITION PURPOSE
The Office Coordinator is responsible for supporting the smooth and efficient operation of the office by maintaining workflows, coordinating administrative activities, and ensuring office systems and infrastructure function effectively. This role also serves as a backup resource for essential office functions, providing coverage during absences or periods of increased workload, including assisting with customer invoicing and supporting the Accounting and Reception teams.
PRIMARY RESPONSIBILITIES
1. Support office operations by providing backup coverage and assisting with essential duties when team members are absent or on vacation..
2. Notify Controller immediately of any delays or issues associated with invoicing.
3. Organize and place job dockets and related information back into inventory accurately, and efficiently. Update job ticket information in Company order system. Purges outdated docket contents, as required.
4. Enter information into LabelTraxx and ensure all invoice dates are identical to ship/packing slip dates. Report any issues with obtaining missing order information to Controller, VP Sales or President. Ensure timely invoicing and resolve open issues on the same business day or within established guidelines.
5. Act as the primary liaison with third-party technology partners, managing password access and coordinating timely responses to internal computer, equipment, and copier/printer support requests.
6. Ensure office equipment is fully operational and coordinate with service providers for maintenance and repairs as needed.
7. Manage/purchase all office supplies, as required, while striving to maintain competitive vendor/supplier pricing at all times.
8. Assist new employees with set-up of office or work station.
9. Notify landlord of any building-related issues and communicate informations internally.
10. Exercise high level of discretion and confidentiality regarding the production, pricing and invoicing of customer orders. Does not disclose proprietary information regarding customers, suppliers, outsourcing or internal business activities.
11. Serve as a certified member of the Joint Health and Safety Committee.
12. Backs up Receptionist if absent from front lobby area.
13. Work in compliance with the Occupational Health and Safety Act, applicable regulations, and company health and safety policies. Complete all required safety training, understand workplace rights and responsibilities, report hazards, incidents, defects, risks, harassment, or violence promptly, wear required personal protective equipment, and operate equipment only as intended.
14. Perform all other duties, as required.
QUALIFICATIONS
· High school diploma required; additional training or certification in office administration or office systems is preferred. Post-secondary education is considered an asset.
· Strong communication, organizational, and time-management skills.
· Working knowledge of QuickBooks and Microsoft Office applications.
· Detail-oriented, adaptable, and capable of managing multiple priorities in a fast-paced environment with minimal supervision.
· Demonstrated reliability, dependability, and punctuality.
· Ability to maintain certification as a worker member of the Joint Health and Safety Committee in accordance with company policies and legislative requirements.
· Strong relationship-building skills with the ability to establish credibility and follow through on commitments.
· Intermediate to advanced proficiency in reading, writing, and basic mathematics.
· Effective verbal and written communication skills.
· Strong attention to detail and accuracy.
· Excellent organizational skills with the ability to meet deadlines and manage competing priorities professionally.
· Self-motivated, resourceful, and capable of working independently.
· High level of integrity, professionalism, and a positive attitude.
· Strong teamwork and collaboration skills.
Performance evaluation will take into consideration the capabilities and results demonstrated in these key competencies:
CORE COMPETENCIES
· Accountability
· Respect
· Customer Focus
· Dependable
· Quality-Minded
· Team-Oriented
Pay: $20.00-$25.00 per hour
Benefits:
- Casual dress
- Dental care
- On-site parking
Work Location: In person
