Office Coordinator

2 weeks ago

Toronto, Canada Kainos Full time

**Our people love the exciting and meaningful work they do, the cutting-edge resources and technology they have access to, the benefits we offer and the great community we’ve built. Want to join them?**

**Main purpose of the role & responsibilities in the **business**:
As office coordinator in Kainos, you will be responsible for overseeing the operational functions which keep the office delivering, whilst providing administrative support and a welcoming presence in the office. This includes facilities management, reception duties, high quality administrative services and processes that support the core business at Kainos. Our team deliver a shared service across all offices globally. This role will support from time to time but predominantly be focused on North America.

This role will be accountable for delivering high quality work in a timely fashion in line with company policies and process guidelines with limited supervision.

You will be working as part of a team to effectively deliver support for the core business.
- Accountabilities:

- Office management, including Front of House reception services
- On site administrative support for Leadership within your office
- Planning, organising and setting up meetings & events
- Sourcing and setting out of office catering
- Working effectively within the Facilities team
- Procurement, including purchase orders and credit cards
- Supports continuous improvement initiatives across the Facilities Team to develop best in class services
- Participates in Facilities projects and knowledge sharing activities across the wider in-house team
- Act as an internally facing representative of Kainos and our Facilities team, being an ambassador for the brand both internally and externally.
- Adherence to company standards and processes and Departmental SLAs
- Office stocks & supplies
- Liaison with housekeeping staff
- Facilitation of Planned & reactive Maintenance
- Health & Safety compliance including Fire Warden & First Aid duties
- Physical security and access control
- New joiner access/ on boarding
- Building relationships with landlords, contractors and service providers & key stakeholders
- Switchboard duties and mail box monitoring
- Courier & postal services
- Minimum (essential) requirements:

- Ability to carry out responsibilities in accordance with company policies, procedures and processes.
- Demonstrate commercial awareness and understanding of project and business dynamics.
- Effective personal time management and planning skills to deliver a high level of accuracy and attention to detail in tight timeframes/targets.
- Ability to work efficiently, make sensible decisions under pressure and prioritise your workload in a fast-paced environment
- A self-starter who can work on their own initiatives with mínimal supervision
- Effective verbal and written communication skills with both staff and external stakeholders
- We all work in teams here in Kainos - a proven ability of strong team skills, including taking direction from others, is crucial
- Minimum of 1-year experience in a relevant working environment with an approachable, mature, collaborative style.
- Experience with Office 365 Suite or equivalent
- Desirable
- Ability to collaborate effectively within a multi-disciplined team.
- Ability to identify and communicate areas for improvement within the team and business.
- Experience with JIRA, Microsoft teams, SharePoint or Workday

**WHO YOU ARE**:
Our vision is to enable outstanding people to create digital solutions that have a positive impact on people’s lives. Our values aren't abstract; they are the behaviours we expect from each other every day and underpin everything that we do. We expect everyone to display our values by being **determined** in how obstacles are overcome; **honest **when dealing with others; **respectful **of how you treat others; **creative** to find solutions to complex problems and **cooperative** by sharing information, knowledge and experience. These values, applied collectively, help to produce an outstanding Kainos person, team and culture.

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