Office Coordinator

1 month ago

Burnaby, Canada OSI Maritime Systems Full time

About Us

The Role
The Office Coordinator provides general facilities and administrative support, aiding in the efficient day-to-day operation of the team and the achievement of business goals. This is a fully on-site role. It is a 3-month temporary contract.
Key Responsibilities
- Meets and greets clients, customers and visitors.
- Act as 1st line administrator for WPM/ Reef/Impark parking stall management system for entering vehicle plate #’s for new hires & removal of ex-employees.
- Compiles & submits for approval Monthly Concur Shared Services (IT & facilities) Credit Card expenses for accounting within 1 week of receiving statements from Accounting approximately 28th day of each Month.
- Distributes incoming mail in a timely manner; prepares outgoing mail for accounting; Orders local courier services.
- Assists with new hires onboarding re: washroom locations, Vehicle data collection and providing Facilities tours.
- Manage all catering requests & follow-up with initiator so requests are in approved status prior to ordering / delivery / distribution / clean-up of requested catering.
- Lead on Photocopier repairs & maintenance, Maintains Photocopier room inventory levels and order supplies (this includes office supplies, office equipment; tracks against Concur.
- Act as receptionist; responds to incoming calls on the general business number as needed.
- Provide administrative support and respond to general inquiries and requests for information.
- Under the direction of the Shared Services Supervisor, assists with office moves, layouts and desk setups for new hires, contacts building maintenance when required, handles all photocopier issues and maintenance.
- Assist staff in minor office moves or shared resource relocations.
- Lead on all Cintas janitorial supplies ordering & verifying.
- Ordering staff Business Cards.
- Coordinate ThirstFirst service delivery of Coffee, Teas, fruit, Milks & report any equipment failure issues in kitchens.
- Xerox Photocopier repairs, cartridge & toner replacements. Old Toners & containers recycling thru Xerox.
- Close off all Spiceworks tickets assigned to yourself
- General office duties including whiteboards & as tasked by your Supervisor.

You Bring
- Experience: 3-5 years minimum working in an office environment
- Skills: Strong attention to detail, Excellent interpersonal and telephone abilities; excellent written and verbal communication; Intermediate to advanced Word and Excel; detail oriented; excellent judgement, time management and follow through
- Ability to handle confidential and sensitive information
- Highly organized with the ability to multitask and meet tight deadlines
- Strong interpersonal skills and the ability to work with employees and visitors at all levels
- Knowledge of standard office equipment including telephone systems, photocopiers and fax machines
- Must be eligible for a Canadian security clearance
- Must be on-stie 5 days per week.

Why OSI?

We have a Professional Development program in place that supports our employees in their career development by providing funds, time, and opportunities to become better at what they do.

At OSI you can make a difference. We are a change willing organization that is always looking for new ideas. We strive to improve what it is we do and how we do it. If you have ideas we would love to hear about them.

OSI fosters an inclusive and diverse culture. We celebrate our diversity and strive to be more inclusive
because it makes us a better company.

Should you require assistance and or accommodations during the hiring process, please contact Talent Acquisition, OSI.

**We also offer great benefits**:

- Extended healthcare
- Dental care
- Group Retirement Savings Plan
- Emergency Travel Assistance
- Employee and Family Assistance Program

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