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Office Coordinator

2 months ago

Alliston, Ontario, Canada C.H.S. Air Conditioning Full time
Position Overview

The Office Coordinator plays a vital role in ensuring the smooth operation of our office at C.H.S. Air Conditioning. This permanent position requires a dedicated individual who can manage various administrative tasks efficiently.

Key Responsibilities
  • Work Term: Permanent
  • Work Language: English
  • Hours: 40 hours per week
  • Education: Secondary (high) school graduation certificate
  • Experience: 5 years or more, or equivalent experience
Core Duties
  • Organize and coordinate seminars, conferences, and meetings.
  • Facilitate the flow of information within the team.
  • Manage incoming mail and other communications.
  • Oversee budget planning and expenditure tracking.
  • Plan and structure daily operational activities.
  • Establish and enforce office policies and procedures.
  • Train and mentor new staff members.
  • Document and prepare minutes for meetings and events.
  • Define and implement office procedures and routines.
  • Supervise the classification and evaluation of job roles.
  • Schedule and confirm appointments for staff.
  • Develop and manage training and development initiatives.
  • Handle telephone inquiries and relay messages effectively.
  • Respond to electronic inquiries in a timely manner.
  • Compile and analyze data, statistics, and other relevant information.
  • Oversee the preparation of reports and documentation.
  • Order and maintain office supplies and inventory.
  • Collaborate with management, union representatives, and HR consultants.
  • Arrange travel itineraries and make necessary reservations.
  • Welcome visitors and direct them to appropriate contacts or service areas.
  • Type and proofread various documents and correspondence.
  • Conduct research as needed.
  • Perform data entry tasks accurately.
  • Provide exceptional customer service.
  • Carry out basic bookkeeping duties.
  • May work collaboratively with shared supervisory responsibilities.
Qualifications
  • Certificates: First Aid Certificate
  • Technical Skills: Proficient in Google Docs, MS Excel, MS Outlook, MS PowerPoint, MS Windows, MS Word, project management software, SAP (FI/CO / HR / MM / OT SD), SharePoint, accounting software, human resources software, Quick Books, Google Drive, Acumatica.
  • Industry Knowledge: Familiarity with business operations, purchasing, procurement, and human resources.
  • Security Clearance: Basic security clearance required.
  • Transportation: Must have own transportation and be willing to travel, as public transportation is not available.
Work Environment
  • Ability to work independently in a fast-paced environment.
  • Strong attention to detail is essential.
Personal Attributes
  • Ability to multitask and prioritize effectively.
  • Excellent oral and written communication skills.
  • Flexibility and adaptability in a dynamic work setting.
  • Highly organized with a focus on client satisfaction.
  • Reliable and accountable in all tasks.
  • Demonstrated time management skills.
  • Quick learner with a strong sense of due diligence.
Additional Information
  • Health Benefits: Comprehensive health care plan available.
  • Other Benefits: Parking available on-site.
  • Support Programs: Participation in community initiatives supporting Veterans, Indigenous people, mature workers, and visible minorities.