Office Services Administrator

6 months ago

Toronto, Canada Community Living Toronto Full time

Community Living Toronto, one of the largest agencies of its kind in North America, is a dynamic innovative organization committed to a vision of promoting a welcoming community. As a leader in the field, Community Living Toronto offers supports to over 6,000 individuals within an intellectual disability as well as support to their families, including residential and day support, assistance with employment, community support, early childhood services and respite.

**QUALIFICATIONS**:
Secondary school diploma plus completion of short-term training courses up to one year in office administration. Minimum of 1 - 3 years of related experience providing support in an office environment. Excellent customer service skills. Knowledge of Microsoft Office Suite with proficiency in Word and Excel. Knowledge of office practices and procedures. Must possess strong verbal and written communication, initiative, and organizational skills, with the ability to work independently. Team player with a strong collaboration skills. Proven ability to multi-task and manage activities with varying priorities. Excellent written and verbal communication skills. Strong attention to details. Ability to be adaptable and flexible with work requests. Ability to deal effectively with difficult people over the telephone and in person. Ability to work independently and problem solve.

**JOB SUMMARY**:
The Office Services Administrator is the first point of interaction for staff, visitors, and individuals served, in person or by telephone, responding to inquiries and providing information or referrals as appropriate. Works closely with the administration and properties teams and is responsible for performing a variety of office-related duties such as answering telephone, filing, data entry, and reception duties, in support of the community staff where required. Supports and enhances the office experience for CLTO staff, individuals and visitors.

**RESPONSIBILITIES**:
Office Services
- Handles reception services at a community location, presenting a polite and professional manner when greeting and directing visitors, and responding to in-person and telephone inquiries.
- Serves as main point of contact for all incoming and outgoing deliveries, including mail, parcels, and courier services.
- Responds to internal/external calls and transfers calls to the appropriate staff, ensuring high priority calls are dealt with in a timely manner.
- Address day-to-day situations through flexible problem solving either individually or in consultation with the Lead, Office Services.
- Ensures offices are maintained to a high standard. Keeps shared areas clean, organized and operating efficiently, maintaining office equipment in good working order, ensuring a supply of all necessary forms, and updating bulletin boards in a timely manner.
- Distribution of supplies that are required for the community offices.
- Maintains and replenishes First Aid Kits in the buildings.
- May provide guidance to the Couriers, under the consultation of the Lead, Office Services or the Manager, Planning and Insurance, in terms of their day-to-day tasks.
- Supports and facilitates a primarily hot desk environment for staff with flexible work and meeting spaces.

Administrative Support
- Performs a variety of clerical duties including but not limited to sorting and distributing incoming and outgoing mail, faxes, laminating and interoffice communications.
- Books and sets up meeting rooms, ensuring all necessary materials are available, and assists facilitators with equipment set up including video conferencing systems as needed.
- Inputs, maintains, and updates a variety of data on the computer where required.
- Assists with printing, photocopying, faxing, collating, distributing and retrieving documents and files.
- Assigns tasks and provides guidance to office volunteers and mail couriers.
- Ordering of office supplies as and when required as per directive.
- Sending out mail and courier packages on behalf of departments and individuals. Assists with mass distribution efforts to office locations on behalf of the corporation.

Financial Support
- Assists with purchase order organization, maintaining and ordering supplies for photocopier, facsimile, and postage meter as required.
- Maintains inventory of stationery and office supplies, following through with purchasing and related paperwork, as needed; matches all invoices with back-up documentation (e.g., purchase orders, packing slips) and forwards paperwork to accounting for payment.

Communication and Documentation
- Participates in health and safety efforts for the locations; updates health and safety and policy and procedures binders and boards under the direction of the Health and Safety Coordinator.

Information Technology Support
- Provides basic technical support to staff to facilitate connecting to Wi-FI, printing documents, connecting to and configuring video conferencing equipment, etc.

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

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