Office Services Assistant

2 weeks ago

Toronto, Canada Brookfield Asset Management Full time

Position Summary:

- The Office Services Assistant plays an integral part in Office Services by providing administrative support to the daily operations of a busy and fast paced corporate environment with a key focus to ensuring the organizing and distribution of mail to various departments and other office locations efficiently and timely. This position also provides back up support to the receptionist for coverage during breaks, vacation and other ad hoc events.
- Responsibilities
- Complete scheduled daily mail runs, including pick up and drop off all mail and courier packages
- Sort and deliver all mail and packages to all employees
- Manage and prepare all incoming and outgoing mail i.e. same day, and/or overnight courier request
- Knowledge and hands on experience with courier software programs, such as FedEx, Purolator, and
- Canada Post
- Maintain shipping software and supply inventories
- Maintain postage machine and order postage supplies
- Maintain, track, and provide proof of delivery for couriers, as required
- Monitor and maintain print areas for all floors by routinely replenishing office supplies
- Restock common areas and mailroom with mailing, printing, and binding supplies
- Process incoming binding requests when requested
- Coordinate coverage mailroom support in advance of scheduled absenteeism to ensure uninterrupted
- customer service
- Always ensure the neatness and organization of the mailroom
- Provide ad hoc administrative support
- Backup Receptionist
- Greet & welcome all internal and external visitors, clients and corporate executives
- Assist guests with coats, luggage, refreshments, wireless networks, etc.
- Direct all internal and external visitors, clients, and corporate executives to meeting rooms accordingly
- coordination with staff regarding visitors, meetings, and meeting requests according to boardroom
- availability.
- Direct all internal and external visitors, clients, and corporate executives to meeting rooms accordingly
- Proactively manage meeting room conflicts, such as meetings running long or doublebookings
- Screen all incoming phone calls and direct to appropriate parties; collect and distribute phone
- messages in close coordination with Brookfield administrative and executive staff members
- Ensure the reception area/office is well maintained in coordination with facilities
- Work in conjunction with ensuring the Day Matrons are up to date with meeting room requests and
- proactively ensure all rooms are fully stocked and kept clean post meetings
- Other duties as assigned
- Qualifications & Requirements
- Demonstrates superior organizational skills and ability to prioritize responsibilities and assignments
- with the ability to multi-task in a fast-paced environment.
- Exceptional customer service, attention to detail and follow-thru while maintaining exceptional
- relationships with various internal/external stakeholders
- Strong interpersonal and communication skills
- Polished, demonstrating tact, diplomacy, composure, and discretion while maintaining a high degree
- of professionalism and comfortable working in an executive corporate environment
- Effective communicator with a customer-centric tone, in both written and verbal communication
- Ability to adapt to change
- Utilizes problem-solving skills in a deliberate and well-considered manner to resolve issues
- Strong work ethic coupled with a "can do" attitude with flexibility to support requests outside of
- considered job scope
- Highly motivated; able to work independently and/or as part of team
- Proficient use and knowledge with Microsoft Office tools
- Experience working with mail software
- Administrative or office services experience within a medium to large corporation preferred
- Post-secondary education preferred
- This position requires a lot of walking during the day while it may also require standing for longer periods
- during the day. Heaving lifting and frequent bending may also be required
- Brookfield is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it. Accordingly, we do not tolerate workplace discrimination, violence or harassment.

Brookfield is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act. Should you require a Human Rights Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

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