Office Coordinator

**Office Coordinator**:
Build your future at Ontario One Call

**Company Overview**:
Ontario One Call acts as the communications link between buried infrastructure owners (our members) and individuals who are planning to dig in the province of Ontario. In 2012, the Ontario Underground Infrastructure Notification System Act was passed, which stipulates that by law, anyone in the province of Ontario must contact Ontario One Call before they dig. In addition to our contact centre, we are also responsible for public education, industry outreach, and compliance.

As a Public Safety Authority, Ontario One Call is focused on guiding construction, infrastructure and excavation industries towards creating efficiencies and improvements across the province. Ontario One Call is a not-for-profit governed by a Board of Directors representative of the underground infrastructure and excavation industries.

**Core Values**:
At Ontario One Call, we are Reliable Experts who Care.

Reliable We are dependable and accessible

Experts We have the mindset to lead innovation

Caring We ensure the safety and well-being in our communities.

Do you have what it takes to join our team?

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**Position Overview**:
The Office Coordinator reports to the Chief Financial Officer (CFO) and works collaboratively to provide administrative support in a number of functional areas. They are responsible for maintaining relationships with landlords and vendors, maintaining office supply and swag inventory and operating reception to ensure the proper and efficient functioning of company offices in Guelph and Sudbury.

They provide administrative support to the finance team in a number of areas such as accounts receivable, accounts payable and reporting. They also provide administrative support to other employees, the Board and stakeholder teams by coordinating meetings, booking travel arrangements and other administrative support tasks.

This position is located at the Guelph office located at 104 Cooper Drive, Guelph. Ontario One Call has a hybrid work model with staff dividing their workweek between in-office and at-home work per company policy.

**Primary Duties**:

- Facilities and reception related duties:

- Operate reception and welcome on-site visitors (office is not open to public)
- Receive/send courier shipments, mail, and packages
- Coordinate facility maintenance & repairs (Guelph & Sudbury)
- Liaise with property managers and landlords and advise of changes to rent/leaseholds
- Provide admin support to building projects and renovations, purchase furniture and fixtures
- Ensure adequate office supply inventory and non-IT supplies such as swag inventory
- Coordinate with cleaners, HVAC, vending machines, coffee, and security of locations
- Assist OOC staff with facilities related requests/questions
- Provide administrative support to assist the CFO and Corporate Finance & Accounting Specialist with accounting and finance tasks:

- Assist with Accounts Receivable:

- Assist with monthly billing to OOC Members
- Assist in resolution of billing discrepancies in a professional manner
- Assist in identifying and pursuing any outstanding accounts/payment arrears
- Updating database with Member changes as it relates to billing
- Assist with Accounts Payable:

- Assist with accurate processing of credit card reconciliations
- Prepare cheque register
- Complete banking EFT forms
- Assist vendors in resolving any billing issues
- Update vendor/supplier/members details for proper billing/payables
- Assist with implementing automation of finance functions as directed
- Audit assistance
- Other Duties:

- Assist with meeting coordination, room booking, catering and travel arrangements for OOC Staff, Board of Directors and Stakeholder groups.
- Assist in providing administrative support for stakeholder committees (ex. meeting minutes).
- Additional duties that may be required

**Qualifications**:

- Strong communicator, able to work collaboratively with CFO, Finance and Accounting Specialist, other OOC senior leaders and staff
- Demonstrated ability to develop and implement plans while retaining flexibility to accommodate rapid change
- Strong time-management skills and the ability to organize and coordinate multiple tasks at once
- Able to follow direction, overcome minor obstacles and act on plans
- Ability to work independently and autonomously within a small team
- Energetic, enthusiastic, and innovative, with a mature attitude
- Excellent communicator in written and spoken English;
- Intermediate knowledge of QuickBooks or other bookkeeping software considered an asset
- Able to travel within Ontario by vehicle and plane on occasion (typically day travel 4-6 times per year to attend meetings)

**Education & Experience**:

- Post-secondary education in finance, business administration, or related field
- Bookkeeping or accounting certificate considered an asset
- Minimum of 5 years’ experience in a similar role

**Rewards**:

- Starting salary