Office Coordinator

5 days ago

Old Toronto, Ontario, Canada Invisionstaffing Full time

About Invisionstaffing

Invisionstaffing is a professional recruitment firm specializing in engineering, industrial, and professional services. We have a successful track record in recruitment projects across North America.

Job Summary

We are seeking a dynamic and organized Office Administrator to join our growing team at Invisionstaffing. This role is pivotal in maintaining smooth office operations and supporting the executive team in achieving their goals.

Key Responsibilities

  1. Manage daily office operations, including reception duties, office supplies management, and supporting facility coordination.
  2. Oversee main reception line, answer all incoming calls, determine purpose of each call, and redirect calls to the appropriate personnel or department.
  3. Provide end-to-end office supply management, which includes monitoring stock levels, special order requests, budget management, and following proper invoice reconciliation procedures.
  4. Manage all in-bound/out-bound mail and distribution to the appropriate personnel or department.
  5. Coordinate closely with the Maintenance & Facilities Manager on any upkeep requirements needed.
  6. Ensure cleanliness and organization of the main lobby area.
  7. Assist in the planning and execution of staff social events, including meetings, annual events, and social committee events.
  8. Ensure all signage throughout the office is up to date.
  9. Assist in identifying and troubleshooting next steps for facility management/equipment issues.
  10. Support the Global Executive Assistant with general administrative duties, including coordinating meetings and special projects for both Senior Management and Leadership Board members.
  11. Manage internal meeting room bookings, including arranging refreshments and ensuring the rooms are tidy, in conjunction with the Global Executive Assistant.
  12. Coordinate travel and/or accommodation arrangements as required.
  13. Assist with creating, updating, and maintaining document templates in coordination with the Global Executive Assistant.
  14. All other duties as may be assigned, either directly from Global Executive Assistant, Senior Management, Leadership Board, Human Resources, or other ad-hoc administrative tasks.

Requirements

  1. Post-secondary Degree, Diploma, or Certificate in Office Administration or related field.
  2. Proven experience as an Office Administrator, Administrative Assistant, Jr. Administrative Assistant, or similar role.
  3. Strong organizational and time-management skills with the ability to prioritize tasks.
  4. Excellent written and verbal communication skills.
  5. Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
  6. Ability to handle confidential information with integrity and professionalism.
  7. Flexibility and adaptability to work in a time-sensitive environment.
  8. Proficient with Microsoft Office Suite and phone routing systems.
  9. Creative problem-solving skills.

Employment Rewards

Permanent Role, Day shift, International organization with room for growth.

Application Process

All qualified candidates will be contacted. Invisionstaffing is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. Invisionstaffing is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment.

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