Office Coordinator

Reporting 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.

• 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.