Facilities & Office Coordinator

3 days ago

Surrey, Canada GroupHEALTH Benefit Solutions Full time

The Office Coordinator is responsible for delivering a WOW experience to clients and staff through friendly, courteous and timely interactions. Attention to detail and going the extra mile is a must - whether it be transferring a phone call, ordering supplies, monitoring helpdesk tickets, booking travel for employees. The Office Coordinator takes pride in a clean, organized and welcoming office. No task is too small for this detail-oriented person.

**Outcomes**

**30 Day Outcomes**
- An understanding of our Family of Companies and key stakeholders
- An understanding and ability to perform reception tasks, including routing calls, mail & couriers, purchasing, celebrations, supporting internal teams & external guests
- An understanding of the programs and systems used in our day-to-day work
- An understanding and ability to perform facilities tasks, including workplace housekeeping, security & access protocol
- An understanding of our team’s involvement on committees, both social and health & safety
- Basic understanding of boardroom management

**90 Day Outcomes**
- Ability to navigate and use all programs & systems used in our day-to-day work
- Ability to monitor our internal helpdesk ticketing system JIRA, organizing, assigning, and completing tasks with the goal of closing tickets
- A complete understanding of our team’s processes and protocols
- Active involvement in our social committee & health & safety committee

**Responsibilities**
- Greeting guests to determine the nature of their visit and directing them to the appropriate contact(s) and/or meeting room
- Organizing and packaging outgoing courier packages and mail. Processing incoming mail for GroupHEALTH, DMI & other subsidiary companies.
- Ensuring the office is kept clean and presentable, including daily kitchen clean-up, boardroom, and washroom checks throughout the day
- Working with the Office Support team to organize meetings & events including reserving and preparing facilities and/or meeting areas, organizing catering as needed
- Errands (picking up lunches, supplies, catering, mail)
- Supporting the team with Facility & Maintenance requests
- Monitoring the FAC-OS helpdesk ticket queue to execute co-worker and department requests
- Fulfilling on/offboarding procedures (orientation, access cards/keys, nametags, workstation setup) including the organizing of couriers for incoming and outgoing equipment for remote and hybrid workers
- Ordering office supplies, ergonomic equipment and office furniture as required
- Managing employee business travel for GroupHealth & DMI staff, including airfare, hotel, car/rental/other transportation
- Participation on the Joint Health & Safety Committee
- Other administrative duties as assigned

**Education & Experience**
- Previous Experience working in an office setting with similar responsibilities
- Intermediate experience and knowledge of MS Office (Word, Teams, Excel and Outlook)
- A valid driver’s license and access to a reliable vehicle is an asset
- Valid First Aid & CPR training is an asset
- Previous facilities experience is an asset

**Knowledge, Skills & Attributes**
- Personable/excellent communication skills
- Quick learner, ability to adapt to new situations easily
- Takes initiative & able to balance multiple tasks at once
- Detailed, organized & Innovative
- Confidentiality

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