Office Coordinator

5 days ago


Victoria, Canada Beacon Community Services Full time

**Department**: Finance/Admin

**Days/Hours of Work**: Monday - Friday, 37.5 hours per week

**Posting Period**: Until Filled

**Start Date**: ASAP

**Union**: Exempt

**JOB SUMMARY**:
**DUTIES AND RESPONSIBILITIES**:

- Executive/Senior Management Support_
- Schedule and coordinate meetings for the CEO and VP Operations including preparing agendas as needed, ensuring relevant equipment is prepared
- Design and maintain effective filing systems/procedures for retention, transfer and disposal of records
- Prepare correspondence and materials as needed
- Assist Director, Communications with Board Committees and Board Meeting set ups when required
- Support employee recognition and team building activities by coordinating office events and ordering gifts
- Office Management_
- Establish and maintain office protocols and practices in collaboration with team members
- Coordinate workspace assignments as well as furniture and equipment arrangements for effective workflows
- Establish and maintain effective file systems and protocols including paper and electronic processes
- Develop onboarding process for new employees at head office in conjunction with HR and the employee’s manager
- Ensure safety and security by setting up/discontinuing office access of employees
- Provide welcoming reception services for visitors and deliveries
- Ensure office supplies are well stocked and equipment is well maintained
- Ensure meeting rooms, washrooms, kitchen and common areas are well maintained and stocked
- Coordinate maintenance requests and office improvements with the maintenance team
- Provide back-up support for Finance and HR teams as needed.
- IT support_
- Arrange and coordinate corporate mobile phone plans and equipment for employees
- Liaise with IT service provider on issues, upgrades and repairs.
- Control and track assignments/access to IT equipment
- Health and Safety
- Coordinate and keep appropriate records of emergency procedures and lead regular emergency procedure practices
- As a member of the Joint Occupational Health & Safety Committee, provide JOHS administrative support and coordination
- Participate in workplace inspections and incident investigations

**QUALIFICATIONS/REQUIREMENTS**:

- Post-secondary education in a relevant field is preferred
- A minimum of 2 years administrative or office management experience or a combination of education and experience

**KNOWLEDGE/SKILLS**:

- Advanced organizational, time management and administrative skills
- Strong computer skills with expert knowledge of Microsoft Office, Outlook, Word, Excel and PowerPoint
- Self-motivated, action-oriented multi-tasker
- Ability to effectively navigate competing priorities
- Attention to detail and keen eye for process improvement
- Excellent interpersonal skills
- Strong English language communication skills (verbal and written), effective listening skills, and the ability to maintain confidentiality, discretion, tact and diplomacy in interactions with staff, volunteers and the public
- Flexible, collaborative team player who thrives in a dynamic environment

**ADDITIONAL INFORMATION**:
Beacon Community Services serves vulnerable populations including seniors, people with disabilities, children and youth. Protecting these people and our teams on whom they rely is critical to us. Accordingly:

- ** All successful applicants must consent to a Solicitor General’s Criminal Record Check.**:


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