Office Administrator
2 weeks ago
OFFICE ADMINISTRATOR (BILINGUAL)
ISS is a global facility management company with over 500,000 employees throughout 52 countries. We are seeking goal oriented, value driven & customer focused people to join our team. ISS services a wide range of sectors including Business & IT, Healthcare, Manufacturing, Pharmaceuticals, Aviation & Transportation, Education and many other real estate use types. At ISS, we ensure our employees have a safe work environment and are engaged as well as motivated to provide the best possible service to our customers. We welcome you to join us on our journey in realizing our vision in becoming "The World's Greatest Service Organisation"
We have an exciting opportunity for an individual to join a major Integrated Facility Management contract in the Technology sector
The Office Coordinator will undertake a variety of day-to-day office and clerical tasks. They will be an integral part in ensuring that our office operations run smoothly and are successful in supporting other business activities. The Office Coordinator will be responsible for ensuring that office operations are efficient and add maximum value to the organization. In addition, the Office Coordinator must be an organized and competent professional with phenomenal communication skills. They must be comfortable dealing with people and able to carry out administrative duties with accuracy and speed.
PRINCIPLE DUTIES
- Greet and assist visitors and 3rd party vendors/suppliers
- Support day-to-day needs of teams of varying sizes with tasks including but are not limited to: redirecting calls, disseminating correspondence, scheduling meetings, etc.
- Monitor and order office, conference room supplies, shipping, other consumables; custodial supplies and, shipping supplies (boxes; packaging, etc.)
- Set up and clean up from events, ensure office common space and lobby area is straightened at all times
- Assist in purchasing and arranging repairs/replacement of supplies/equipment as needed.
- Issue, collect, and inventory badges for employees, visitors, and contractors
- Monitor cameras, check equipment, and act as point of contact for equipment issues
- Communicate status of any projects that impact our employees.
- Assist in vendor relationship management
- Assist in management of a preventive maintenance and CM programs. This will include/parallel the tech support we provide: patch/paint/repair/ heating, air conditioning and maintenance and repair of buildings and all of the kitchen equipment.
- Assist in preparing, ordering, and managing inventory for all supplies: including but not limited to; operating supplies, custodial supplies, consumables in restrooms, etc.
- Serves as the facility emergency response coordinator along with the FM Coordinator/Receptionist
- Point of contact for all customers complaints and needs
- Follow office workflow procedures to ensure maximum efficiency
- Access control, register visitors and contractors, and ensure they are escorted when on property
- Performs other duties as requested
**REQUIREMENTS**:
- Previous administrative experience in a fast paced corporate environment
- Must have related previous Office Management experience.
- Strong work ethic, self-motivated and a passion for being part of a high performing team
- Proven track record of working independently but also acting as a successful team player
- Ability to prioritize and anticipate needs; requires a high degree of judgment
- Extremely strong attention to detail
- Ability to follow up and track multiple projects and deadlines and work with high volumes of data.
- Ability to maintain confidentiality of highly sensitive information **Strong MS Office skills required**
- Highly professional with excellent interpersonal and organization skills
- Must be able to problem solve, multitask and manage projects through to completion with limited supervision
- Ability to think on your feet and respond rapidly to changing work environments as well as changing conditions
- Ability to contribute new ideas and think of out of the box solutions to opportunities as they arise
- Ability to resolve routine day-to-day operational issues.
- Heavy emphasis on customer service and partnering with executive and facilities management, and multiple vendor representatives.
- Must be bilingual, French and English
Work Environment
Work is performed primarily in an office setting.
Other
The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the discretion to add to or change the duties of the position at any time.
**Benefits**:
- Dental care
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- Weekend availability
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