Corporate Services Coordinator

6 months ago

Toronto, Canada CAPREIT Full time

:
**Reports To: Director, Corporate Services**

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**Position Summary**: The Corporate Services Coordinator is responsible for completing daily tasks required to ensure our offices are run according to company standards under the direction of the Director, Corporate Services. The Corporate Services Coordinator also assists the Director, Corporate Services with general administrative duties and special projects.

**Responsibilities**:

- Liaise with Corporate Traveller team and hotel reservation staff to allocate corporate travel, hotel and car rental expenses using Concur SAP Corporate travel software.
- Generate monthly travel reports from the Melon Corporation travel portal.
- Register all incoming couriers at the time of delivery and deliver the package/envelope within two hours of receipt
- Streamline outgoing courier processes by reviewing pricing for individual packages, advising the Manager on unusual courier requests and associated costs, and meticulously preparing scheduled packages for delivery to Davisville and McCowan offices. Additionally, manage and replenish inventory for courier supplies and postage meter, ensuring seamless logistics operations.
- Provide lunch coverage for Corporate Receptionist at main Reception 2 - 3 times per week
- Responsible for the operation of the postage machine, stamping outgoing mail, and programming the release of funds into the meter as approved by the Director, Corporate Services
- Ensure timely delivery of incoming packages including the handling of registered mail by submitting proof of delivery to the post office and placing SAP orders as needed to replenish stock.
- Receive and verify incoming orders, cross-check items for completeness, match delivery receipts with orders, and file associated paperwork in the respective vendor files.
- Activate and deactivate company fobs as needed, access and review access logs and schedule door openings and closings
- Be familiar with navigating security camera software to be able to review security footage should an incident occur.
- Efficiently manage vendor invoice filing, including the replacement of removed files, upkeep of the onsite company file database for vendors, creation of labels and file folders as needed, and organization and shipping of files to offsite storage at year-end.
- Provide support to Director on managing office/equipment repairs, liaising with vendors (locksmith,electrician, plumber), office move projects and renovations
- Assist with completing administrative functions for Jumpree desk booking software, including onboarding desks and employees, updating floor plans, blocking off desks/areas, and reviewing analytics.
- Process Iron Mountain and Canadian Springs service requests and invoices
- Review and process Coop cabs invoices and ticket books.
- Track and maintain records of Markham offsite storage facility. Coordinate any requests to add or remove objects/files from this location
- Travel to offsite offices to meet vendors and trouble shoot equipment and office furniture as needed (i.e. 31 Davisville, 370 McCowan and 75 Huntley).
- Act as backup for other team members for vacation coverage as needed
- Miscellaneous projects & duties as assigned by Director, Corporate Services

**Qualifications**:

- Minimum 2 years’ experience in a similar or related position
- Can do attitude with strong customer service skills
- Strong organization skills and detail oriented
- Excellent communication skills, both written and verbal
- High level of confidentiality
- Ability to work independently on assigned projects
- Ability to lift 30 lbs. and move office furniture, equipment and file boxes with trolley
- Contribute to team atmosphere
- Intermediate computer skills in MS Office, Adobe, Cisco, Kantech, Jumpree, SAP Concur

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