Administrative Coordinator

1 month ago

Whitby, Canada WSP in Canada Full time

Position Overview:

WSP is dedicated to fostering an environment where our employees can excel. We are currently seeking a proactive Office Operations Specialist who will play a key role in ensuring a positive experience for both our team members and visitors.

As an Office Operations Specialist, you will appreciate the significance of maintaining a well-organized and efficient workplace for your colleagues. You will serve as a prominent representative of WSP, guaranteeing a hospitable atmosphere for staff, vendors, and guests alike.

This role is ideal for an Administrative Coordinator eager to advance a career in Office Administration, thriving in a dynamic and challenging setting where your contributions will support the success of one of Canada's premier Engineering firms.

Why WSP?

  1. We are committed to fostering a culture of inclusion and belonging.
  2. Our Flexible Work Policy acknowledges the importance of work-life balance, encouraging you to prioritize your well-being both professionally and personally.
  3. A proud Canadian success story, we represent the best of this beautiful country on the global stage.
  4. We enhance the world around us, contributing to the environment, infrastructure, and communities across Canada.
  5. We offer exceptional career growth opportunities, continually striving for improvement and welcoming your innovative ideas.
  6. Experience a collaborative culture filled with dedicated individuals engaged in meaningful work. Discover what it means to be part of our journey.

We provide competitive compensation, flexible working arrangements, a positive corporate culture, comprehensive employee benefits including virtual healthcare and wellness programs, as well as savings initiatives and a clear vision for the future.

Key Responsibilities:

  1. Greet and guide clients and visitors in a friendly and professional manner.
  2. Handle phone inquiries via the MS Teams Platform and address maintenance and security requests.
  3. Oversee the reservation and upkeep of front-of-house conference rooms, assisting with catering needs.
  4. Manage logbooks, issue visitor badges, and oversee office supplies, including workstations and staff lockers.
  5. Assist the Facility team with service request management across all offices.
  6. Ensure a clean, organized, safe, and functional reception area.
  7. Coordinate the distribution and collection of mail, packages, invoices, and cheques.
  8. Maintain employee floor plans and utilize Flowscape in designated offices.
  9. Provide general administrative assistance as needed or requested by the Senior Facilities Administrator.
  10. Manage the front-of-house coffee station.
  11. Enhance the visitor experience by managing WiFi, monitors, and connections.
  12. Oversee office supply management, including ordering when necessary.
  13. Document walk-in complaints in the service requests log.
  14. Act as a fire warden.
  15. Perform other assigned duties as required.

Qualifications:

  1. This role requires your physical presence at our office during weekdays.
  2. Minimum of 1 year of experience in a reception or administrative role.
  3. Strong communication and interpersonal skills, with a professional demeanor on calls.
  4. Ability to be proactive and deliver courteous, prompt service to clients.
  5. Capable of handling sensitive and confidential information with discretion.
  6. Flexible and adept at multitasking in a team-oriented environment.
  7. Intermediate proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
  8. Willingness to undergo First Aid/CPR and Fire Warden training.

About WSP:

WSP is among the world's foremost professional services firms, committed to future-proofing our cities and environments.

With over 65,000 team members globally, our 12,000+ professionals in Canada engage in a wide range of activities, from environmental remediation to urban planning, engineering iconic structures to designing sustainable transportation systems, and innovating in resource extraction and renewable energy development.

At WSP:

  1. We prioritize our people and our reputation.
  2. We maintain local dedication with international reach.
  3. We focus on the future and challenge conventional practices.
  4. We promote collaboration in all our endeavors.
  5. We cultivate an empowering culture and hold ourselves accountable.

Note:

Health and Safety are core values at WSP. Compliance with our Health, Safety & Environment (HSE) policy, as well as client HSE policies, is expected at all times.

Offers of employment for safety-sensitive positions involving fieldwork are contingent upon candidates' ability to perform essential physical tasks as outlined in the job posting and interview. This may include working in various environmental conditions, such as remote areas, alone, and in inclement weather (within safe and reasonable limits).

WSP welcomes and encourages applications from individuals with disabilities. Accommodations are available upon request for candidates participating in all aspects of the selection process.

WSP is committed to employment equity principles. Only candidates selected for further consideration will be contacted.

WSP does not accept unsolicited resumes from agencies. For more information, please refer to our full policy.

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