Office Coordinator

1 month ago

Waterloo, Canada Waterloo Co-operative Residence Incorporated Full time

**WATERLOO CO-OPERATIVE RESIDENCE INC.**

**POSITION**: Office Coordinator

**REPORTS TO**: Finance and Admin Manager (FAM)

**Summary Statement**

Reporting to Finance and Administration Manager, the Office Coordinator ensures efficient day-to-day operations of the WCRI office in collaboration with other staff such as the Accounting Coordinator, Admission Assistant, and Member Staff. Duties of the position include front desk operation, housing charge and other fees collection, member staff coordination, move-in/move-out facilitation, and completion of various administrative tasks. The position requires excellent prioritization skills, time management skills, organization skills and proficiency with MS Office and records management systems.

**Major Duties and Responsibilities**

**Front Desk Operation**
- Develop and maintain a strong understanding of WCRI operations and refer all inquiries to the appropriate individuals and departments across the organization
- Administer and manage inbound/ outbound mail, packages, courier services and other correspondence in collaboration with member staff
- Supervise member staffs, establish member staff schedules and ensure a smooth process for day-to-day operations
- Identify peak service hours and arrange additional resources to cater to additional demands, e.g., parking pass sales days, housing charge collection days, summer sublet transitions
- In collaboration with member staff, keep the mailroom organized and ensures members are aware of the arrival of the mail; schedule their pickup
- Mailing out cheques and letters on behalf of WCRI
- Support for all functions, e.g., cooperative development, and provide admission back-up when required

**Fees and Financial Support**
- Accept occupancy and other fee payments and issue receipts for such fee payments
- Process parking passes for both resident members and external community members
- Enter data into the accounting system for the above transactions and as necessary
- Answer member inquiries regarding member account balance and fees or route them as appropriate

**Office Administration**
- Maintain awareness of WCRI policies and provide general administrative support to all departments
- Ensure smooth functioning of standard office machines such as copy machines, telephone systems, payment terminals, computers by performing routine and preventative maintenance
- Monitoring telephone lines and systems, and reports problems to the service provider for repair
- Maintain and monitor office supply inventory levels, place orders, and assist in budgeting
- Perform pertinent clerical duties such as document processing, maintaining filing and record systems, faxing, and photocopying
- Arrange and book meeting in the boardroom, off-site retreat
- Assist in data collection for various reports when necessary
- Other duties as assigned

**Internal Communication**
- Develop and deliver consistent, professional, and engaging internal communications material to inform staff, membership, board of directors on things related to administration and office operations using Mailchimp or other appropriate software
- Collaborate with the marketing team in creating content for internal communication such as newsletter
- Identifying process improvements opportunity and keep a log of recurring inefficiencies, improvement areas, and members and staffs concerns
- Involved in training for new member staff hires for front desk and mailroom operations. This includes conducting training, providing feedback regarding processes, outlining future training requirements, and completing training on specialty equipment
- Ensure electronic and paper filing of all WCRI contracts in a central location.

**Member’s move-in and move-out**
- Communicate move-out processes, deadlines, and requirements to members
- Assist with coordinating move-in and move-out processes
- Collection and disbursement of keys and FOBs with correct activations with documentation
- Maintain accurate records of member keys and fobs; Program and track the use of electronic fobs
- Assist with the re-key process by completing appropriate paperwork and cutting new keys when necessary
- Coordinate the logístical aspects of the cooperative’s programs such as member engagement events, special projects, and other events

**Education/Skills/ Requirements**:

- Successful completion of post-secondary education at either the college or university level, preferably in office administration
- Minimum two to three years administrative experience, preferably in hospitality or service industry setting
- Exceptional prioritization, interpersonal, and communication skills, both verbal and written, demonstrating tact and diplomacy
- Demonstrated ability to work independently and in a self-directed manner as well as collaboratively with a team in an ever-changing environment
- Demonstrated commitment to excellent customer service when interacting with members and visitors
- Proven organizational and

  • Office Coordinator

    4 weeks ago

    Waterloo, Canada MVE Consulting Full time

    **Job Purpose**: Responsibilities include maintaining office equipment, and coordinating office events. As part of their duties, they may also schedule appointments, manage office supplies, conduct some HR related duties and handle inside sales duties, as required. **Duties & Responsibilities**: The following is a list of the essential duties and...

  • Facilities Coordinator

    1 month ago

    Waterloo, Canada Nuvation Research Corporation Full time

    **Job Location** Waterloo, Ontario **(In office position)** **Job Experience** 3+ years preferred JOB SUMMARY As our **Facilities Coordinator**, your exceptional hands-on skills, organizational capabilities, flexibility, and experience in engineering environments will let you _roll up your sleeves_ and take responsibility to ensure accurate and timely...

  • Facilities Coordinator

    1 month ago

    Waterloo, Canada Nuvation Research Corporation Full time

    **JOB SUMMARY**: As our Facilities Coordinator, your exceptional hands-on skills, organizational capabilities, flexibility, and experience in engineering environments will let you roll up your sleeves and take responsibility to ensure accurate and timely delivery of services and support for the Waterloo office. For this role, a can-do attitude with a sense...

  • Office Administrator

    1 week ago

    Waterloo, Canada Sandvine Full time

    **Transform the way the world runs networks**: **The Opportunity**: The Office Administrator has main responsibility to support the day to day requirements of the team and to ensure the smooth operation of the Business Units. The Office Administrator will support the activities of the team on a day-to-day basis and act as the “go-to” person. The...

  • Office Administrator

    1 week ago

    Waterloo, Canada TEL Enterprises Full time

    TEL Enterprises is a diversified company that owns and operates multiple businesses, including demolition, dumpster rental, and real estate development. With a focus on providing top-notch services and a commitment to customer satisfaction, TEL Enterprises has built a reputation as a trusted and reliable partner in the industry. We are looking for an...

  • Operations Coordinator

    1 month ago

    Waterloo, Canada Terracorp Management Inc Full time

    Do you pride yourself on providing superior customer service? Are you passionate about helping others and being a source for support? Our Operations Coordinator comprises both of these things, into one amazing role! We are currently looking for someone who loves people and has a strong organizational skillset. This role will be the go-to person for support...

  • Advancement Coordinator

    1 day ago

    Waterloo, Canada University of Waterloo Full time

    Overview: Reporting to the Manager, Advancement Operations, the Advancement Coordinator provides a full range of administrative and project support to the Math Advancement team. The Advancement Coordinator is considered a key central resource to the leadership team and the Faculty of Mathematics for matters regarding alumni, individual, corporate and...

  • Care Coordinator

    1 month ago

    Waterloo, Canada CBI Health Full time

    As a Care Coordinator supporting our **Waterloo Home Health Office, **your focus will be on ensuring a positive patient and family experience by effectively scheduling direct care providers in the community to meet the requirements of patient care plans. You’ll be part of a team of Care Coordinators working diligently to provide as much consistency of care...

  • Office Coordinator/manager

    1 month ago

    Waterloo, Canada Packet Tel Corp Full time

    **Responsibilities**: Handling office tasks, such as filing, generating reports and presentations, and setting up for meetings. Providing real-time scheduling support by booking appointments and preventing conflicts. Screening phone calls and routing callers to the appropriate party. Draft correspondences and other formal documents. **Requirements**: Prior...

  • Care Coordinator

    4 weeks ago

    Waterloo, Canada CBI Health Full time

    As a full-time Care Coordinator supporting our **Waterloo Office, **your focus will be on ensuring a positive patient and family experience by effectively scheduling direct care providers in the community to meet the requirements of patient care plans. You’ll be part of a team of Care Coordinators working diligently to provide as much consistency of care...

  • Office Administrator

    1 week ago

    Waterloo, Canada Anishnabeg Outreach Training and Employment Inc Full time

    Our client based in the Waterloo Region is seeking an experienced Office Administrator to join their dynamic team. The Office Administrator is responsible for overseeing the day to day operations of a professional office and ensuring the office runs smoothly. This includes implementing and maintaining office policies and procedures, ensuring that the office...

  • Operations Coordinator

    4 weeks ago

    Waterloo, Canada Lenscan Medical Inc. Full time

    Lenscan Medical Inc. specializes in medical equipment distribution and solutions for healthcare practices in the ophthalmic and dental fields. Based out of Waterloo, ON, we are looking for an operations coordinator to join our growing team on a full-time basis. As our operations coordinator you will be responsible for maintaining and improving business...

  • Coordinator, Operations and Events

    4 weeks ago

    Waterloo, Canada University of Waterloo Full time

    Overview: Reporting to the Administrative Officer, a dynamic and organized Administrative Coordinator will support the administrative processes required for organizing and maintaining the operations for the Department of Kinesiology and Health Sciences (KHS) and the Centre for Community, Clinical and Applied Research Excellence (CCCare). This will include...

  • Communications Officer

    4 weeks ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 2 years** The Communications Officer is a key member of the Advancement Marketing & Communications team and will deliver creative and tactical planning, implementation and project management of integrated communications plans, projects and strategies to support the Office of Advancements goals: to increase alumni engagement, raise...

  • Financial Coordinator

    4 days ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 2 years.** The Financial Coordinator (Coordinator) is responsible for all research and administrative activities of an assigned group of faculty members and research groups in the Department of Mechanical & Mechatronics Engineering (MME). They are the key point of contact for financial and procurement support. The Coordinator manages the...

  • Financial Coordinator

    1 day ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 1 Year** The Financial Coordinator (Coordinator) is responsible for all research and administrative activities of an assigned group of faculty members and research groups in the Department of Mechanical & Mechatronics Engineering (MME). They are the key point of contact for financial and procurement support. The Coordinator manages the...

  • Safety Abroad Coordinator

    4 weeks ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 1 year** The Coordinator, Safety Abroad is responsible for the development, implementation and monitoring of international safety education, training, protocols and communications, and acts as a contact for emergency response and with the International Travel Safety and Security provider on behalf of the...

  • Department Office Assistant

    1 week ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 11 Months** Provide administrative support for Graduate and Undergraduate programs in Biology. Primarily responsible for coordinating graduate student meetings for MSc and PhD students and assisting in the organization and maintenance of graduate student information. Provides support for administration of TA contracts, preparation of...

  • Department Office Assistant

    5 days ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 18 Months** Provide administrative support for Graduate and Undergraduate programs in Biology. Primarily responsible for coordinating graduate student meetings for MSc and PhD students and assisting in the organization and maintenance of graduate student information. Provides support for administration of TA contracts, preparation of...

  • Payroll Coordinator

    1 month ago

    Waterloo, Canada Karis Disability Services Full time

    **Permanent, Full Time** **Payroll Coordinator** **40 hours/week** **Waterloo Office (In-Office 4x/week)** The Payroll Coordinator is responsible for carefully and accurately processing employee information and remuneration through the Human Resources Information System (HRIS)/Payroll Software on a timely basis in adherence with federal and provincial...