Coordinator, Office Services

3 weeks ago

Delta, Canada Hain Celestial Group Full time

**Purpose**:
Provide general administration and support to the organization in general and the human resources department in a variety of tasks.

**Essential Duties & Responsibilities**:
(Principle Responsibilities: Other duties may be assigned).
- Maintain all supplies to keep the office/ lunchroom areas (for salaried and hourly staff) in good operating and housekeeping condition
- Receive and distribute incoming mail; Prepare outgoing mail and deliver to post box each day
- Assist with AP functions, sending invoices for payment
- Replenish office and lunchroom supplies plus Plant supplies such as gloves, hairnets, and PPE. Must ensure that items are stocked at appropriate levels, ensuring all documentation, and receiving of supplies is verified and recorded.
- Scheduling and working with outside contractors and suppliers to maintain office and lunchroom equipment,
- Paper supplies, postage meter, handling of office waste and recycling; working on outside document storage if required; (Canadian Springs, Urban Impact, Van Houte, Shreddit, Tyco, Cintas, etc.)
- Preparation of national and international FedEx shipments/documentation and organizing shipments
- Liaise with all local couriers and manage shipments
- Administration of office cleaning contracts ensuring that the offices are maintained to an acceptable standard and communication with cleaning company
- Ensuring tidiness of meeting rooms
- Periodical tasks:

- Administer monthly Employee Sample Program
- Organizing the bi-yearly Case Lot Sales
- Actively engage with social events in the plant throughout the year, for example: Pizza lunches, coordinating supplies for yearly BBQ; assist with organizing Christmas events
- HR and Safety Tasks
- Ability to keep information private and confidential
- Assist HR Manager with filing and organization
- Assist HR Manager with Recruitment
- Prepare and manage tracking sheets for Benefit entitlements, Benefit repayments, Wage Up-lifts, Resumes
- Assist with Health & Safety responsibilities by tracking incidents, first aids, near misses and unsafe acts.
- Post Safety bulletins
- Maintain the Plant Inspection reports, Eyewash Station report, Ladder inventory, and Fire Extinguisher Checklist
- Safety Committee Meetings; distribute/post minutes
- Assist Manager with Safety initiatives, such as order promo items
- Create purchase orders and stamp/code invoices approval
- Boot Allowance - maintain spreadsheet and coordinate reimbursement through ADP Payroll
- Assist the organization in a variety of tasks as required
- All employees are responsible for food and safety quality
- All employees are responsible to report food safety and quality problems to personnel with authority to initiate action.
- Perform other duties as assigned

**Primary Interactions**:

- Delta salaried and hourly staff
- Service providers (cleaners, suppliers, pest control etc.)

**Requirements**:
**Competencies **(Behavioural & Technical Skills)**:

- Administrative experience in a manufacturing facility, Food Manufacturing experience preferred.
- Computer experience (MS Office, Excel, Word, Internet, Outlook)
- Strong customer service skills (phone and in person)
- Ability to build positive relationships
- Good communications skills both written and verbal
- Ability to read and follow instructions
- Self starter with ability to work under mínimal supervision
- Strong organization skills

**Education and/or Experience**:

- Completion of High school or equivalent
- Minimum of one (1) year related experience

**PHYSICAL DEMANDS**

***

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

**WORK ENVIRONMENT**

***

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individual disabilities to perform the essential functions.

Office environment utilizing the phone and computer frequently. Requires mínimal physical effort. Ability to work in a fast-paced environment where problems occur and volumes are heavy. Tasks do not expose employee to physically unpleasant or hazardous conditions.

**Compensation and Benefits**:

- $40,000-62,000 / year (commensurate with experience and location).
- Medical, Vision and Dental Coverage
- Health Spending Account
- Life and Dependent Insurance
- Accidental Death and Dismemberment
- Short Term Disability (not available for Union employees)
- Long Term Disability
- Travel Assistance
- Voluntary Registered Retirement Savings Plan (RRSP)
- Employee and Family Assistance Program (EFAP)

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