Business Center Administrator

5 months ago

Toronto, Canada Citco Full time

**About Citco**:
Citco is a global leader in fund services, corporate governance and related asset services with staff across 80 offices worldwide. With more than $1.8 trillion in assets under administration (AuA), we deliver end-to-end solutions and exceptional service to meet our clients’ needs.

**About the Team & Business Line**:
We’re a family-owned business, not a faceless corporation. This personal approach informs every aspect of our customer service, where we develop long-lasting relationships with our clients. But we don’t stop there: we also build these same bonds among our own teams, too. Here, we’ve created a community where colleagues support one another and different departments help others succeed. And here, we’ve cultivated a culture where employees care about our company values and live them in their work. At Citco, this people-centric philosophy is the core of who we are—and it shines through in everything we do, every day.

As a valuable member of our Facilities team, you will work closely with internal stakeholders and cross-functional teams to support business operations and help them to achieve their goals.

**Your Role**:
The Business Services Administrator is responsible to perform administrative and tangible tasks to support the Facilities group and general staff of Citco Canada. Main areas cover mail services, shipping and receiving, document control, printing services, IR admin support and general office and facility services.
- Administer staff office attendance.
- Assist to clear out desks
- Sort and deliver incoming mail and courier shipments
- Drop off mail and courier shipments at vendor drop offs
- Meter outgoing mail, process and track same day and overnight courier shipments in the Master Incoming/Outgoing Courier Log
- Control inventory purchase program:

- Control distribution of specialty or bulk supplies
- Record physical inventory counts
- Receive vendor deliveries, including verifying correct shipments to packing slip
- Physical putaway of inventory into proper locations
- Properly store and match packing slips to invoices
- Log and stamp invoices
- Administer business services such as binding, printing (colour), laminating and business cards
- Assist with records management functions such as new box preparation (archiving), retrievals, pickups and inventory reports
- Scan and file documents such as invoices, incoming IR mail; assist with mail outs, IR special projects and drop filing
- Update applicable lists, logs and databases such as (but not limited to): Ergonomic Log, Headset Log, Fire Warden database, and Floor Plans
- Clear out spam faxes on electronic fax folder(s)
- Ensure adequate supply of benefits claim forms and envelopes in copy rooms, batch and mail submissions
- Organize, setup and oversee desk moves including clearing unoccupied desks, name tags, preparing for new hires
- Assist with key control distribution
- Provide backup Fire Warden Duties
- Maintain business center office areas and freight elevator areas in a neat manner; daily floor rounds
- Coordinate with building contractors for facility services (e.g., light bulb changes, copier maintenance)
- Assist with internal audits of inventory, floor plans or physical assets
- Assist with other general administrative and facilities management duties as required

**About You**:

- Excellent written and oral communication skills.
- Excellent Microsoft Office Suite and Outlook skills
- Strong attention to detail and be able to complete tasks timely and accurately
- Ability to multi-task and take on multiple projects
- Ability to lift over 50lbs.
- Strong organizational and interpersonal skills
- A customer service oriented attitude
- Knowledge of mail equipment, fax and copy machines an asset
- Handyman skills an asset
- Financial services office environment an asset
- University degree an asset

**Our Benefits**

Your well-being is of paramount importance to us, and central to our success. We provide a range of benefits, training and education support, and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location.

We embrace diversity, prioritizing the hiring of people from diverse backgrounds. Our inclusive culture is a source of pride and strength, fostering innovation and mutual respect.

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