Position : Office CoordinatorReporting to the Partner, Security and Facilities, the Office Coordinator will be responsible for greeting internal and external stakeholders to the office. He/she will oversee day to day office activities as well as support internal travel. This individual will be comfortable working in a fast-paced environment and possesses the ability to be proactive in managing competing priorities. The successful candidate will have excellent interpersonal skills and a high level of integrity and professionalism.
Ways you can contribute:
- Build and maintain relationships with employees including other administrators and external contacts.
- Provide receptionist duties and act as first point of contact to visitors by welcoming and directing guests appropriately.
- Assist in ensuring the safety and security of all employees and visitors in the case of an emergency.
- Handle all emergency calls related to premises and coordinate resolution accordingly, on- call 24/7.
- Coordinate all cleaning, maintenance and repairs of premises through the building management office and/or external providers.
- Manage the logistics calendar (Foundation drivers/third party driving service) including adding journey requests and engaging additional support as needed. Sort and distribute all incoming mail. Prepare packages for courier.
- Ensure kitchen area, meeting rooms and supply areas are clean, tidy and fully stocked with all necessary supplies.
- Build and maintain positive vendor relationships by notifying them of issues, assisting in requesting quotes, placing orders, etc.
- Purchase office supplies and equipment, ensuring supply needs are met.
- Set-up and tear down of meeting rooms, as required.
- Manage catering and act as back-up point-of-contact for social events.
- Assist in the onboarding process by preparing offices and/or workstations for new hires and ensure equipment requirements are met.
- Assist in coordinating office moves.
- Ensure the local office is health and safety compliant and participate as a member in the Joint Health, Safety and Wellness Committee.
- Inform travelers of necessary preparations prior to trip (i.e. vaccinations, visas etc.).
- Build and maintain relationships with the medical & travel security assistance company and the Foundation's travel service provider.
- Coordinate and/or support administrative assistants with global travel arrangements including flights hotel bookings, ground/air transportation, travel itineraries and meeting briefs in advance of all trips.
- Ensure Customer Traveler Profiles and details are accurate. Track costs and manage budgets, expenses and invoices.
- Responsible for reconciling and coding all travel fees against appropriate department or project code in SAP Concur.
- Provide administrative support to the local Operations team as required.
- Provide backup support to the Team Assistant as required.
- Other duties as assigned.
Required profile for job ad : Office Coordinator - Completion of a College diploma or University degree.
- Minimum 3-5 years of experience in an administrative, travel coordination, office services role or equivalent.
- Corporate travel experience, preferably global experience, would be an asset.
- Service oriented with a willingness to take on a variety of tasks and activities.
- Excellent planning, prioritization and time management skills.
- An ability to work well under pressure and remain calm during high volume periods.
- Must be a team player, who can also work independently with little direction or supervision and possess ability to coordinate and manage multiple projects.
- Excellent initiative and possess a "take charge" attitude and sense of ownership.
- Flexible and adaptable to changing priorities.
- Professional demeanor, sensitivity with different cultures and impeccable integrity.
- High level of proficiency with current technology including; Microsoft Office, with an emphasis on Word, Excel, Outlook and PowerPoint.
- Experience using SAP Concur for invoice and expenses tracking, an asset.
- Bilingual English and local language oral and written language skills preferred. Ability to speak French is an asset.
- You are flexible, adaptable, and able to execute a range of job duties and changing priorities.
- You possess excellent verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures.
- You possess professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify the Foundation's values.
Job criteria for job ad : Office Coordinator
Job category : |
Management Production, maintenance, quality |
Industries : |
Advice, audit, accounting Services other |
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Number of Position(s) : | 10 |