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3 Days Left Office Coordinator – Administrative Assistant
4 weeks ago
Are you a people person who thrives in a dynamic environment? Do you excel at juggling multiple tasks and providing exceptional administrative support? If you have a knack for keeping things organized and running smoothly, we want to hear from you
We are looking for a full-time Office Coordinator to be at the heart of our head office location in Oakville. This role reports directly to the Human Resources Leader and offers a competitive salary plus full benefits.
ABOUT US:
Ingenuity Development is a rapidly growing general contractor, design-builder, and construction manager that has earned a reputation for integrity and quality construction. Opened in 2007 by our three principals, Mario, Peter, and Matthew, Ingenuity is known for bringing a passion for craftsmanship and an emphasis on relationships to commercial construction projects.
Our secret to success is simple: hire great people and trust them to excel in their roles while continuously improving how we deliver results. Here’s the formula: Happy Team = Happy Clients.
ABOUT THE ROLE:
The Office Coordinator – Administrative Assistant position is a full-time role at the heart of our Oakville head office. Reporting to the Human Resources Leader, this position ensures efficient office operations, provides human resources support, and supports our executive team members by providing exceptional administrative assistance. The Office Coordinator – Administrative Assistant demonstrates a detail-oriented competency and is a self-starter and team player with a strong understanding of bookkeeping and accounting practices, strong administration skills, and general office management.
Key Responsibilities:
Office Management:
1. Answer general phone inquiries using a professional and courteous manner. Direct phone inquiries to the appropriate staff members. Reply to general information requests with accurate information.
2. Greet clients/suppliers/visitors to the organization in a professional and friendly manner.
3. Prepare correspondences, reports, and presentations as required.
4. Coordinate office operations, including supply management, facility maintenance, and inventory management. Ensure the office is well-stocked and organized.
5. Plan and coordinate internal and external events, including meetings and conferences.
6. Develop and implement procedures to improve efficiency in office operations.
7. Assist with budget management and tracking of office expenses.
Administrative Functions:
1. Develop and implement effective procedures for the continuous improvement of office operations, including organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; and completing cost/efficiency comparisons for services and supplies.
2. Support field staff by ordering supplies and coordinating/assisting with field office management.
3. Support budget tracking and expense management for office-related activities.
4. Prepare and maintain accurate documentation and records for various meetings and projects.
Human Resources, Departmental Support, and Compliance:
1. Collaborate with HR to maintain personnel files and coordinate onboarding and orientation for new employees.
2. Assist in performance management and employee engagement initiatives, including the annual appraisal process as well as engagement surveys.
3. Provide administrative support to department leaders on HR, H&S, and cross-functional initiatives.
4. Coordinate with Health & Safety partners to ensure the H&S Management program is up-to-date, compliant with regulations, and posted in the office and in all site trailers.
5. Maintain accurate company-wide training records on SafetyLoop.
6. Coordinate with Health & Safety partners and Department leaders to book required staff training in a timely manner.
Insurance and Fleet Management:
1. Manage business and project insurance policies, ensuring no lapses in coverage.
2. Process insurance claims and ensure timely reporting of accidents and injuries.
3. Track fleet vehicle registrations, insurance, and driver compliance, and assist with vehicle procurement and renewals.
IT and Telephony:
1. Act as a liaison for all technology, coordinating with IT to ensure timely resolution of any technology-related issues.
2. Be the point of contact for all telephony services. Work closely with the provider (Telus) to maintain accurate records of phone line renewals and maintenance.
Cross-Functional Support:
1. Provide limited executive support, including scheduling meetings, taking and distributing minutes, preparing correspondence, and assisting with key initiatives as needed.
ABOUT YOU:
YOU ARE PERFECT FOR THIS ROLE BECAUSE:
1. You have a minimum of three years of experience in office coordination, HR, or operations.
2. You have a post-secondary certificate, diploma, or degree in office administration would be an asset.
3. You have a high degree of Organizational Skills, Prioritization, and Time Management.
4. You have the ability and desire to provide the highest level of customer service to both internal and external clients.
5. You have excellent verbal and written communication skills.
6. You have a high degree of professionalism, reliability, discretion, and dependability.
7. You are an enthusiastic self-starter with a “can-do” approach to work.
8. You have a current valid driver’s license and the ability to travel occasionally.
9. You are proficient in all Microsoft 365 applications: Word, Excel, and PowerPoint knowledge.
10. You have the ability to multi-task and organize self and others in a fast-paced environment.
Location:
We are located in eastern Oakville at 2275 Upper Middle Road East, Suite 601, Oakville, Ontario L6H 0C3. Our office is easily accessible from the QEW and 403 highways.
How to Apply:
Please submit your resume to careers@ingenuity.ca or click on the APPLY NOW button below to complete and submit your details.
Ingenuity does not discriminate on the basis of race, religion, sex, sexual orientation, gender identity or expression, age, disability, marital status, or based on an individual’s status in any group or class otherwise protected under applicable human rights legislation.
Ingenuity is an equal opportunity employer and is committed to providing accommodation for individuals with disabilities. Accommodation will be provided upon request in all parts of the hiring process as required. Candidates requiring accommodation are asked to make their needs known in advance.
We sincerely thank all applicants who express an interest in this role; however, only those candidates being directly considered will be contacted.
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