office coordinator, Calgary

posted
contact
randstad canada
job type
permanent
apply now

job details

posted
location
calgary, alberta
sector
administrative support
job type
permanent
reference number
2179344STFEN
contact
randstad canada
apply now

job description

OFFICE COORDINATOR

The Office Coordinator manages a variety of administrative/operational related projects to ensure the efficient upkeep of the office. Coordinates logistics related to client services, facilities management, floor operations, employee movement, building/vendor relations and professional support, ultimately providing a positive employee and client experience. As the key contact for visiting clients and internal personnel, the Office Coordinator will provide a critical first and lasting impression of the business, setting the tone for a positive, friendly, efficient, and professional image of the Business. The Office Coordinator will monitor and ensure that all established administrative and operational processes and control standards are followed, thus contributing to the effective and efficient operation of the business group.


KEY ACCOUNTABILITY:

1. Office Operations (50%)
2. Administrative/Professional Support (25%)
3. Internal/External Client Service (25%)

SPECIFIC ACCOUNTABILITIES:

1) Office Operations:
• First point of escalation for day to day premise issues within the regional office
• Place various work order requests with Building Management for floor facilities/maintenance repairs regarding temperature (hot/cold), light bulb replacements, cleaning requests, etc.
• Act as the Tenant Contact with Building Management, liaising with building staff (property management, cleaners, security, mailroom personnel, etc.) for floor matters, communicating updates to Office Manager as required and handling any necessary floor wide communication of updates to all staff
• Coordinate and maintain all Security Passes. Ensure there are adequate guest passes available and that records are up to date, meeting audit and compliance requirements
• Participate in quarterly and semi-annual audits, coordinating with IT, Office Manager, building security and business units to gather requirements and ensure compliance measures are upheld at all times
• Order and maintain all stationery, kitchen and floor supplies, ensuring appropriate billing to department cost centres and monitoring/replenishing stock levels at all times. Organize and tidy supply areas as needed. Order business cards for professionals as required
• Manage vendor/supplier relations. Coordinate and resolve issues with internal and external vendors and service providers, managing vendor agreements and coordinating invoicing
• Responsible for local Business Continuity Plan updates, testing and ensuring emergency reference wallet cards are updated yearly or as changes are required
• Office Contact for Emergency Response Procedures – Floor Warden, assist in facilitating training sessions, maintain contact with building management, communicate necessary updates to staff
• Manage the Employee Update Notification process and facilitate employee movement (new hires/transfer/exit) requirements.
• Maintain floorplan and complete regular updates (both in Serraview and own internal template). Facilitate moves, desk reassignments etc. Assist with Real Estate projects as directed by Office Manager
• Liaise with IT to facilitate printer and binding equipment repairs as needed, provide back-up IT support for basic troubleshooting, setup of Video Conference and laptop requirements, Wi-Fi setup, etc.

2) Administrative/Professional Support:
• Provide administrative support as required, may include (but not limited to) expense processing, travel arrangements, calendar management, Salesforce entries, coordinating events and pitchbook printing/binding
• Provide back-up coverage to Senior Administrative Assistants and Executive Assistants for their professionals as needed, during peak-periods and/or vacation coverage

3) Internal/External Client Service:
• Greet all clients, visitors, vendors, and other internal members of the organization, directing them appropriately, providing prompt and courteous service in order to ensure the satisfaction of all internal and external stakeholders
• Coordinate all incoming and outgoing mail and couriers, office meetings and client events
• Maintain general appearance of the reception area and meeting rooms, ensuring appropriate representation of the brand. Replenish stock levels in meeting rooms and kitchens – coffee, water, dishware/cutlery, etc.


AUTHORITIES:

• Auditing- Ensures that tracking meets established standards, escalating for resolution where appropriate
• Advisory- Provides advice or suggests how to improve standard processes. Provides resolution on administrative or operational matters
• Autonomy- Works independently to accomplish tasks within scope of job
• Decision Making- Makes informed decisions in fielding requests, coordinating meetings, managing calendars, and in responding to inquiries
• Security- Ensuring effective and diligent tracking of all security access cards to meet audit and compliance requirements. Effectively escalate any security complaints or potential breaches


Advantages
Working for one of the leading financial institutions in Canada
Vibrant fast-paced working environment
Competitive salary and benefit package
Various in-office perks including gym facilities
Located in the heart of Downtown
Opportunities to grow within the business


Qualifications
Knowledge
• Requires a minimum of 3 years’ experience in an administrative/professional support function, with at least 2 years in a similar role, working in a complex and fast-paced environment, managing conflicting priorities
• Post-secondary education in a related field preferred
• Previous experience with project coordination/project management preferred
• Working knowledge of bank financial processing standards, and key business processes
• General business knowledge and understanding of the organizational unit, its functions and products, and customer groups
• Solid understanding of processes, policies, and procedures required for supporting the business unit
• Basic level knowledge of financial and accounting principles, and human resources policies
• Experience and comfort with developing or improving policies and procedures

Skills
• Strong project management skills required to coordinate and lead a variety of initiatives
• Extremely detail oriented and very well organized, and able to manage time and multi-task to accomplish a wide variety of tasks, and conflicting priorities
• Intermediate level PC skills (MS Office: Excel, Word, PowerPoint, Outlook)
• Strong communication skills, both written and verbal
• Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships
• Ability to work both independently, as well as part of a cohesive team
• Ability to deal with confidential materials in an appropriate manner and use discretion
• Problem solving / balancing changing priorities


Sara,
Saba,
Zain

Phone Number:
403.229.4339
Fax Number:
403.229.9587

Randstad Canada
Randstad Canada is committed to building a diverse workforce reflective of the diversity of Canada. As a result, we promote employment equity and encourage candidates, especially those who identify as a woman, an Aboriginal person, a person with a disability or a member of a visible minority group, and any others who may contribute to the diversification of our workforce, to apply.

Randstad Canada is also committed to developing an inclusive, barrier-free selection processes and work environments.If contacted in relation to a job opportunity, you should advise your Randstad Representative or your local Randstad branch in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner.Information received relating to accommodation measures will be addressed confidentially.

For all feedback on equity and accommodation needs, please contact your local Randstad Canada Branch.