Office Coordinator/ap Assistant

2 months ago

Richmond, Canada Scene Ideas Inc. Full time

**Position**:
**Objective**:
To maintain a highly organized and efficient business office and provide our customers, suppliers and staff with exceptional and friendly customer service and a professional business experience, while increasing efficiencies and contributing to an enjoyable and positive work environment.

**General Duties**:

- Reception - answering phones, greeting and directing guests, collecting, sorting and distributing all incoming paperwork, coordinating all incoming/outgoing couriers and logging all transactions, responding to and re-directing questions from staff, customers, vendors, etc., coordinating service providers including IT support, cleaners, waste removal, etc., general office upkeep.
- Administrative - providing administrative support to the team as needed, managing and maintaining schedules, appointments and travel arrangements as needed, stocking and ordering office supplies, creating and maintaining records for the customer, vendor, and venue information, overseeing the completion of paperwork for new employees including maintenance of these records, recording and distributing meeting minutes and internal memos, schedules, notices etc., assisting with maintenance and organization of server files, assisting with other admin tasks as needed, etc.

**Skills & Experience**:

- Previous experience working in an administrative role. (minimum 4 years)
- Post secondary education in business, computers or office management is an asset but not required.
- Experience in the special event industry or project management is an asset but not required.
- Excellent organizational and time management skills.
- Strong verbal and written communication skills in English.
- Strong computer skills on PC and intermediate to advanced knowledge of Microsoft Office Suite.
- Strong knowledge and experience with Quickbooks required.
- Aptitude for learning new computer programs / software.
- Attention to detail and accuracy with figures.
- Capacity to establish priorities and work under pressure.
- Flexibility and adaptability to changing workloads.
- Problem solving and attention to detail.
- Ability to work and think independently without direct supervision.
- Willingness to work additional time where necessary to complete tasks and meet deadlines.
- Ability to liaise well with others.
- Class 5 drivers’ license an asset.

***

**Expectations**:
***To always conduct oneself in a courteous and professional manner.
- To contribute in positive ways that foster a collaborative, team-oriented work environment.
- To always respond to all communications, verbal or written, in a timely manner.
- To approach workflow in a proactive fashion, following up with relevant parties as needed.
- To be forward thinking, always considering the bigger picture and how to best achieve it.
- To make recommendations and suggestions to improve workflow and efficiencies.
- To finish tasks to completion and to ask for help when needed.
- To provide updates and status reports regularly especially when tasks have been completed.
- To clarify any tasks, items or requests that are unclear or require more explanation.
- To express and share goals for professional development.
- To support teammates.
- To understand and adhere to the company’s code of conduct.

***

**Rate & Hours**:

- The rate is $21.00 to $25.00/ hour, experience-dependent, with a 3-month probation period.
- This is 7 month, maternity leave replacement position, starting immediately, with the potential for a renewed contract after the 7 months
- Hours for this position are Monday thru Friday from 7:30 am to 4:00 pm.
- Eligible for participation in Scene Ideas Inc.’s benefit plan which includes medical, extended health and dental coverage along with paid holidays following successful completion of a 3-month probation period (company and employee split the benefit plan costs equally).

**Other**:
International applicants not currently residing in BC or holding valid work permits will not be considered.

**About Scene Ideas Inc.**:

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