Office Coordinator

3 weeks ago

Calgary, Canada Calgary West Central Primary Care Network Full time

**Status**: Full-time, Temporary (six months with possibility of extension)

**Vacancies**: One

**FTE**: 1.0

**Schedule**: Monday - Friday, 8:30 a.m. - 4:30 p.m.

**Location**: Calgary Zone

**Salary**:$47,000 - $52,000/year

The Calgary West Central Primary Care Network (CWC PCN) is a non-profit organization committed to a healthier future. We work alongside more than 475 family doctors to provide support for continuous health care.

We are seeking an Office Coordinator to oversee the CWC PCN’s Main Office facility. In this role, you’ll support any facilities-related issues at the CWC PCN’s Primary Care Centre and assist with various administrative tasks. Additionally, you will support the IT team through asset management and handling of CWC PCN mobile devices.

This is a temporary contract (six months to start), with the possibility of extension to 12 months. This full-time position is 100 per cent onsite at our office.

**Responsibilities**:
**Main Office administration**
- Provide Main Office facilities and reception coverage.
- Screen and forward incoming calls and messages.
- Arrange couriers, handle incoming and outgoing mail for Main Office and coordinate with overnight mail/courier services; drop off outgoing mail at nearby mailbox when needed.
- Drop off cheques and other items to the bank when needed.
- Assist in issuing and retrieving CWC PCN assets for incoming and departing employees.
- Responsible for tracking assigned passes and monitoring parking requirements at Main Office.
- Responsible for managing booking requests for employees to use the Main Office for team meetings or for working at cubicles.
- Set up the multipurpose room for meetings and events.
- Ordering and managing office supplies as needed.

**Facility maintenance and coordination**
- Oversee the implementation of the facilities work plan and maintain office supplies inventory.
- Ensure execution of contracts for coffee, tea, and water and equipment maintenance.
- Maintain a safe, clean, and professional office environment.
- Manage cleaning and maintenance contracts with external vendors.
- Support the development and implementation of the CWC PCN’s facility snow removal plan.
- Coordinate waste disposal, recycling, and secure paper shredding services.
- Conduct monthly audits to ensure contract compliance and identify improvement opportunities.
- Oversee facility inspections for maintenance needs and liaise with the OHS Committee to meet regulations.
- Conduct facility orientations and manage access control systems, including key fobs and alarm codes.
- Oversee the video surveillance system and key inventory management.
- Support the identification and implementation of green initiatives and sustainable resourcing opportunities.

**IT administrative support**
- Track IT asset inventory using asset tracking software and submit replenishment orders when required.
- Set up CWC PCN mobile devices, including ordering and issuing phones.
- Provide system administration support for TELUS Business Connect/Microsoft Teams Voice, including user setup, and device management.
- Serve as the primary contact for troubleshooting meeting room technology, printers, and video conferencing equipment.
- Support the updating of administrative guides, operations manuals, and training materials as needed related to role.
- Assist the Governance & Organizational Operations department in coordinating various projects and tasks.

**Qualifications**:
**Education**: A post-secondary diploma or certificate in office administration, business administration, network system administration, and/or building and maintenance support is an asset. Equivalencies of education may be considered.

**Experience**: A minimum of three years’ experience working in office administration and building maintenance support is required.

**Functional knowledge**: Knowledge of how a main office facility is maintained including dealing with printer issues, access issues, building issues. Knowledge of using iPhone and troubleshooting.

**Technical**: Experience with the Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.

**Background check**: A clear criminal background check is required to start.

**Why work for us?**:
We have been recognized as an Alberta Top 80 Employer for 2024. Employees of the CWC PCN enjoy a competitive salary and benefits package that includes employer-paid premiums for health and dental benefits, health spending/wellness account, generous vacation and personal time off allowances, education days, as well as professional development opportunities.

The CWC PCN is a leader in the provision of primary care through collaboration, innovation, and teamwork, creating healthy patients and satisfied providers.

The CWC PCN is committed to providing a physically, emotionally, and psychologically safe environment for all workers, patients, and visitors. We are also committed to promoting policies internally that ensure team

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