Client Services

**1.** **About Us**:
Established in 1989, Western Research Parks are one of Canada’s leading science and technology parks and are a critical innovation and commercialization asset supporting Western University. Western Research Parks recently launched a new strategic framework with the vision to be recognized globally as a model for interdisciplinary excellence in research translation, student engagement, and innovation. The Parks’ mission is to serve as an innovation hub that provides meaningful programming content and spaces and places for collision that bring together industry, not-for-profits, government, and academia to collaborate, communicate, and connect. The Parks also provide facilities and services that foster economic development and make a positive social impact in the local community.

**2.** **Purpose of the Role**:
The Client Services & Administrative Coordinator will provide support for a variety of administrative tasks, which ensure the smooth and effective operations of Western Research Parks. The role will serve as a resource and point of contact for Parks tenants and visitors and will provide administrative support to the Parks leadership team. The role will also perform a range of tasks ensuring that deadlines and schedules are met, including coordinating meetings, maintaining the Parks’ security and parking measures, assisting with tenant communications and services, and monitoring and ordering supplies. The Client Services & Administrative Coordinator will also provide support for the Parks’ financial and marketing functions as required.

**3.** **Essential Duties & Responsibilities of the Role**:

- Provides administrative and clerical support to the Executive Director and leadership team
- Manages meeting rooms and assists staff and tenants with bookings, catering, room set-up and audio/visual issues
- Coordinates schedules and meetings in a timely and efficient fashion
- Manages incoming and outgoing mail and courier shipments
- Assists the Director, Finance & Administration with governance requirements and the coordination of board of directors’ meetings and documentation
- Develops and maintains positive relationships with current tenants
- Responds to and addresses inquiries and requests from existing tenants in a timely manner, balancing tenant satisfaction with adherence to policies and approved budgets
- Working in conjunction with the Facilities & Operations team, coordinates the move-in of new tenants, including orientation, and security, parking, and information technology set-up
- Maintains the tenant database and controls the issuance of security and parking measures
- Assists with the development and distribution of tenant communications, and the maintenance of the tenant experience platform
- Supports the organization’s health & safety program, and emergency management and fire safety plans, ensuring compliance with applicable policies and legislation
- Monitors supplies inventories, prepares purchase orders and assists with the procurement of goods and services, in accordance with approved budgets and procurement policies
- Assists with accounts receivable processes, including preparing and distributing invoices and managing the tracking and deposit of tenant payments
- Provides support to the Director, Finance & Administration with month end and the year-end audit processes
- Assists with the planning and hosting of events
- Supports the implementation and coordination of programs, as required
- Provides administrative support to initiatives from the Parks’ strategic plan and other special projects, as required

**4.** **Education, Experience and Qualifications**:
**Education**:

- 2-year community college diploma in office administration

**Experience**:

- Minimum 3 years experience providing customer service in an office setting
- Previous accounting/bookkeeping experience is an asset

Knowledge, Skills & Abilities:

- Customer service skills with a desire to achieve results in a timely manner
- Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
- Demonstrated ability take initiative, to work independently and follow through on work assignments
- Competency to maintain confidentiality and treat sensitive information with discretion
- Ability to establish rapport with people from diverse backgrounds
- Demonstrated ability to understand and resolve client issues
- Ability to multi-task and maintain an organized and effective personal work environment with a high attention to detail
- Adapts readily and effectively to changing priorities and demands
- Personable and courteous in working relationships, with a genuine customer service orientation
- Ability to demonstrate patience and focus to complete detailed administrative tasks
- Ability to work independently and effectively as a member of the team to achieve organizational goals
- Intermediate computer skills w