Office Coordinator

7 days ago

Winnipeg, Canada Downtown Winnipeg BIZ Full time

**Office Coordinator / Receptionist**

**The Downtown Winnipeg BIZ** promotes, cares, and advocates for a vibrant and inclusive downtown where business thrives and people are drawn to work, live, shop and explore. We host events throughout the year and work to beautify our downtown, improve cleanliness, safety, and help make it easier to get around. Our downtown is on Treaty No. 1 territory and the National Homeland of the Red River Métis.

The Office Coordinator/Receptionist plays a key role in the Downtown Winnipeg BIZ’s operations and is the first point of contact for visitors, including the public, clients, BIZ Members and other stakeholders. This role is responsible for managing the reception area, organizational running of the office and providing administrative support to the management team with a positive and professional demeanour.

**KEY RESPONSIBILITIES**

**Reception**:

- Provide exceptional professional customer service to both external and internal customers
- Maintain knowledge of the BIZ programs, providing front-line customer service to BIZ members through the intake and follow-up of inquiries and requests, liaising with other departments and forwarding to other departments or external resources when required
- Receive and sort incoming mail and deliveries
- Manage and maintain inventory of all office supplies and equipment

**General Administration**:

- Provide administrative support to CEO, Senior Management Team and other staff: coordinating deliveries, assisting with bulk mailings, preparing of board packages, letters, and other written communications including notices to staff
- Provide support for meetings and internal staff events as needed (ensure boardrooms are fully equipped for meetings, schedule rooms, and coordinate food orders and logistics)
- Act as the direct liaison with contractors, suppliers, and vendors to ensure the office, building and equipment is being properly maintained, repaired, and upgraded as required
- Manage, code, and submit invoices for expenses related to the administrative budget
- Identify opportunities for process and office management improvements; design and implement new processes or systems
- Manage regular employee communications
- Perform other job-related duties and special project work as required

**QUALIFICATIONS**
- Related reception or administrative experience (minimum 1 year)
- Exceptional organizational skills and experience executing projects
- Proficient in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook
- Experience coordinating office maintenance and repairs is preferred
- Ability to take initiative, multi-task, and coordinate with multiple departments
- Well-developed communication and interpersonal skills
- Professional, respectful, and collaborative with a contagious positive energy

**WHAT WE OFFER**
- A 35-hour work week, subsidized transit passes, “Furry Fridays” (bring your pet to work days), and access to downtown events.
- A collaborative team environment that values diverse perspectives and input.
- Opportunities for professional growth and development.
- A vibrant downtown work environment where you can enjoy the amenities and community around you, including participation in our own events, programs and staff celebrations

**OUR CULTURE**

**The Downtown Winnipeg BIZ** embodies a culture of collaboration and customer service. We have a diverse team that is encouraged to provide input and participate on committees to inform workplace values and influence the culture and environment.

**HOW TO APPLY**

Applicants should identify if they require accommodation during the competition process on a confidential basis. This posting is available in alternate formats upon request.

**Job Types**: Full-time, Permanent

**Benefits**:

- Commuter benefits
- Company events
- Employee assistance program
- Life insurance
- Paid time off

Flexible language requirement:

- French not required

Application question(s):

- 2. Are you proficient in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint, for managing documents, developing reports, and communicating?
- 1. Do you have experience in reception or administration? How many years of experience do you have?
- 3. Do you have experience in a role that requires you to take initiative, multi-task, and coordinate with various departments?

Work Location: In person

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