Office Coordinator

5 months ago

Brockville, Canada Newterra Full time

**Job Title**: Office Coordinator

**Department**: Engineering

**Reports To**: Engineering Manager

**Overtime Status**: non-exempt

**Date Issued**: March 2024

**SUMMARY**:
The Office Coordinator is responsible for providing exceptional support across various departments within the company. From greeting visitors with warmth and professionalism to creating technical document packages and supporting CRM and ERP data initiatives. This role requires excellent communication skills, meticulous attention to detail, and the ability to adapt to various tasks as needed in a dynamic environment where initiative and resourcefulness are highly valued.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**:
1. Greet and welcome visitors in a warm and professional manner.
3. Maintain a tidy and organized reception area and office supply storage area.
4. Assist in planning and coordinating for hosting guests (i.e. customers) and other special events including meeting room arrangements, accommodations, and food.
5. Accurately and efficiently enter production team timesheet data into the ERP system.
6. Monitor the inventory of kitchen supplies and purchase as required.
7. Accurately and efficiently enter Engineered Solutions orders into the ERP system.
8. Invoice price and receipt checking.
9. Miscellaneous filing as required.
10. Fulfill the duties of Evacuation Headcounter in the event of an emergency evacuation.
11. Support CRM and ERP data initiatives (i.e. consolidation of customer account information).
12. Create (as needed) and maintain work instructions for the various responsibilities of the position.
13. Create Shop Aids for Engineered Solutions jobs by pulling various engineering documents together into a package for manufacturing.
14. Create Submittal packages for Engineered Solutions jobs by pulling various engineering documents and product specifications together into a package for submission to our client.
15. Assist with special projects or other tasks as assigned.

**OTHER DUTIES AND RESPONSIBILITIES**:
1. Participate in meetings as required for projects and other organizational requirements.
2. Continue to improve tools to increase efficiency in job function.
3. Responsible for performing duties in a safe manner and promoting safety to others in accordance with Newterra’s safety policies and procedures. This includes reporting all safety concerns, near-misses, and incidents.
4. Adhere to the company processes as detailed in Newterra’s online systems and programs and bring forward ideas for continuous improvement.
5. Responsible for completing all assigned training applicable to the position in the appropriate timeframe.
6. Complete all responsibilities while ensuring adherence to Newterra’s Delegation of Authority.

**MINIMUM QUALIFICATIONS**:

- Excellent communication and interpersonal skills.
- Professional appearance and demeanor.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to multitask and prioritize tasks effectively.
- Strong organizational skills and attention to detail.
- Ability to work independently and as part of a team.
- Flexibility to adapt to changing priorities and work environments.
- High school diploma or equivalent.

**KNOWLEDGE, SKILLS, AND ABILITIES**:

- Previous experience in a customer service or administrative role.
- Familiarity with office equipment such as multi-line phone systems, printers, and fax machines.
- Knowledge of basic administrative procedures and protocols.

**PHYSICAL DEMANDS**:
Regularly required to sit for prolonged periods; required to stand, walk, and use business equipment daily such as a computer, copier, telephone, etc.; occasionally required to reach overhead, bend, and lift objects of up to 15 lbs.

WORK ENVIRONMENT
Generally, works in office environment, however, may be exposed to indoor or outdoor industry specific elements.

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