Office Clerk

2 weeks ago

Toronto, Canada Smith + Andersen Full time

Smith + Andersen is a trusted Canadian engineering firm. At Smith + Andersen our employees contribute to some of the most sustainable building design projects in Canada. The work we do has meaningful impact on the community by contributing to landmark projects such as hospitals, transit stations, parks, federal and provincial government buildings and post secondary institutions.

Our values drive and define everything we do, demonstrating a deep commitment to sustainability, mentorship and quality work that spans nearly six decades in business. We are proud of the highly collaborative culture we have built and for empowering our employees to do great work.

**The Toronto office of Smith + Andersen is seeking an Office Clerk**. You’re an energetic team player with excellent communication skills. You are highly organized and have the ability to prioritize multiple tasks in order to manage your workload. You enjoy interacting with different people and take pride in keeping the office space well-maintained for employees and clients.

This position can be fulfilled as either a full-time or a part-time role. Please include your preference with your resume.

**Work Hours**:
Full-Time (37.5 hours) OR Part-Time: (21-26 hours per week)

7:30am start time (Monday - Thursday), 8:00am start time (Friday)

**Why choose Smith + Andersen?**

In addition to an exciting career filled with meaningful work, we offer:

- Competitive salary
- Flexible hours and half day Fridays (all year round)
- Comprehensive Group Health Benefits Program, including a Health Spending Account
- Group Retirement Savings Plan (Employer and Employee Contributions)
- Employee Share Ownership Program (ESOP)
- Purchase Time Off Program (PTO)
- Transit Subsidy Program

**Responsibilities**
- Ensure kitchens are tidy each morning. Prepare coffee and stock supplies. Monitor throughout the day, cleaning and restocking as needed.
- Act as reception during lunch or any other periods of absence. Greet clients and vendors, in person and over the phone, answer multi-line phone systems for all office locations, route calls; using outlook calendar book and meeting rooms.
- Provide onboarding support for new employees; including preparing new hire desks for I.T. set up. Ensure desk is clean and prepare staff stations with nametag and welcome package. Responsible for maintaining desks after staff departures.
- Maintain general office areas including meeting rooms, whiteboards, printer rooms, supply rooms, first aid room, coffee stations and kitchen.
- Process supply orders for kitchens and boardrooms regularly to ensure inventory is adequately stocked.
- Assist reception with pick-up and distribution of mail to appropriate staff.
- Ensure sanitization supplies are stocked throughout the office.
- Scan high volume internal documents. Follow policies and confidentiality protocols to safeguard data and information.
- Organize, tag and store existing large size documents. Purge existing files following internal guidelines.
- Print documents upon request. Keep printer rooms orderly, check printer supplies and restock as needed.
- Maintain the cleanliness of appliances: coffee stations, microwaves and fridges as required. Water plants throughout the office.
- Point person for guiding external vendors for servicing: vending machines, printer rooms, supplies closets, etc.
- Adhoc office duties as requested.

**Qualifications**
- Minimum 1-2 years of experience in a similar role.
- Previous records management experience considered an asset.
- Strong organizational skills.
- Strong communication skills and interpersonal skills in order to liaise with department staff.
- Working knowledge of Microsoft Outlook & Word.
- High attention to detail.

**About Smith + Andersen**

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