Office Services Administrator

2 weeks ago

Montreal, Canada First National Financial Full time

First National is Canada’s largest non-bank lender, originating and servicing both commercial and residential mortgages since 1988. Over the past thirty years, we have been committed to hiring the best and brightest with over 1,000 proud team members. Through cooperation, ongoing coaching, development opportunities and a culture that celebrates both hard work and teamwork, First National team members are supported to lead, learn and grow.

If you are ready to join First National’s dynamic team, while working hard and having fun doing it, we invite you to apply online and let us know how you can be part of our success story.

We are hiring an Office Services Administrator, Commercial Financing

Reporting To:

Full-Time/Part- Time:

Full-time

Posting Date:

April 23, 2024

Closing Date:

May 7, 2024

Hours of Work:

8:30 a.m. – 5:00 p.m.

Grade:

Office Location:

4.3

Montreal

Great location Steps away from the main public transit station

What we offer:

Highly competitive compensation package which includes, base salary, bonus, benefits, and career advancement opportunities

*Eligibility for benefits is dependent on the terms of employment

The Opportunity:

TheOffice Services Administrator is responsible for the complete office management of the Montreal office. Ensuring all office services are handled in a timely and effective manner to maintain promote efficiencies for all internal departments and the completion of daily administrative tasks.

The office services administrator will also act as the office receptionist and executive assistant to the commercial VP.

  • Complete office management including, but not limited to:
  • Assist with general appearance of office and meeting rooms including walk around and identifying maintenance issues
  • Submit maintenance requests with property management
  • Ensure common space are clean and functional (Kitchens, meeting rooms, hallways, etc.)
  • Replenish paper and arrange service when needed for fax machines, printers, photocopiers
  • Scan, photocopy and cerlox materials as requested
  • Activate and deactivate security pass cards for new hires and/or existing employees, and visitors;
  • Answer and transfer incoming calls to appropriate personnel in a professional, pleasant and courteous manner
  • Greet clients and/or customers and welcome new hires
  • Assist with coordination of charity events and social events
  • Liaise with the Head Office (Office Services and HR) to complete various tasks in office
  • Prepare and submit expense invoices and reports for commercial originators.
  • Record office files for offsite storage and arrange for pick-up and/or drop-off
  • Provide daily reception relief, execute outgoing couriers and distribute faxes through a portal
  • Provide team support with high volume incoming couriers
  • Comply with office privacy
  • Complete special projects as assigned by Manager
  • Adhere to policies /procedures to ensure AML requirements are met, when applicable

The Requirements Needed:

  • Experience working in a fast paced, structured and team based environment
  • Ability to work independently
  • Ability to sit for extended periods of time
  • Proven ability to adapt to fluctuating work volumes
  • Ability to perform light physical tasks (i.e. bending, reaching, pushing, lifting and for short distances)
  • Excellent organizational skills

Key Contacts:

External: Various office supply vendors; charity organizations

Internal: Internal Employees across regional and head office

Education/Certification/Experience Requirements:

  • Post-secondary education and/or equivalent work experience preferred Proficient in Microsoft Office applications (Excel, PowerPoint, and Word) and relevant software applications
  • Knowledge of customer service principles and practices
  • Previous office experience required

Working Environment and Physical Demands Analysis

  • Periods of high volume with tight timelines
  • Long periods of stationary position/sitting
  • Prolonged periods of repetitive movement (i.e. using a keyboard and mouse)
  • Long periods of time in viewing a computer screen
  • Multi-tasking, may include speaking to customers on a telephone call while looking up information on a computer program
  • Lifting of boxes
  • Bright open concept office environment
  • Large kitchens with a coffee and latte maker to enjoy at no cost
  • Supportive teamwork focused environment
  • Opportunities to give back to the communities and work through events focused on a variety of charities
  • Ongoing social events throughout the year
  • Extensive training programs to set our employees up for success

First National is proud to be an equal opportunity employer and is committed to diversity and inclusion regardless of race, color, religion, national origin, age, gender identity, physical or mental disability, sexual orientation or any other category protected by law.

First National supports requests for accommodation from applicants with disabilities; please contact Human Resources at accessibility@firstnational.ca .

We would like to thank all applications for their interest, but only candidates selected for an interview will be contacted.

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