Office Coordinator
5 days ago
Conair is the largest, privately owned, fixed-wing aerial firefighting company in the world, operating a fleet of 70 specialized aircraft to fight forest fires. We have been supporting government agencies around the globe for over 50 years, with areputation of providing service excellence, making us an industry leader. We are aerospace engineering experts, creating 15 different airtanker types, converting hundreds of aircraft into airtankers. We are aviation maintenance experts, performing repair, maintenance and overhaul on our fleet. And we are operators, providing airtankers, crew and maintenance on contract over fire seasons to government agencies including Canada, the US, Australia and France. The culture at Conair is built on a teamwork, with a commitment to people, safety and service. We are proud of who we are, what we do and how we do it, protecting our world from wildfires.
Specific Responsibilities
**Maintenance Responsibilities**:
- Oversee uniform orders and distribution.
- Coordinate contractor setup.
- Track and order office supplies.
- Assist the Maintenance Admin Coordinator as needed.
**Business Development Responsibilities**:
- Manage RSVPs for events and coordinate promotional material distribution.
- Prepare quarterly newsletters and digital communication slides.
- Assist with internal events, base swag packaging, and maintaining the photo library.
- Coordinate meal/hotel reservations and Hangar Tours for guests.
- Monitor social media platforms and industry news.
**Corporate Admin Responsibilities**:
- Manage incoming calls, welcome guests, and book meeting rooms.
- Maintain cleanliness of the reception area.
- Order supplies and arrange catering for meetings and events (including the Xmas party).
- Handle mail distribution (incoming, outgoing, and courier tracking).
- Assist with filing, photocopying, printing, and processing expense forms.
- Sign in/out visitors and maintain the logbook.
- Coordinate VIP meetings and assist with bookings.
- Operate office equipment (copiers, scanners, phones).
- Assist with travel arrangements and vehicle rentals.
- Perform additional duties as needed.
**HR Responsibilities**:
- Manage Years of Service Pins/Letters and support internal events.
- Assist with onboarding, create photo IDs, and maintain related files.
- Conduct reference checks.
- Provide assistance for job fairs.
Required Knowledge, Skills and Abilities
- Detail oriented with the ability to adapt quickly to changing needs and requirements.
- Ability to prioritize multiple tasks and work both independently and in a team environment.
- Strong interpersonal skills and the ability to work with employees at all levels.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Ability to represent oneself and Conair in a professional manner in all dealings.
- Good analytical and problem-solving skills.
- Ability to use discretion and independent judgment when dealing with issues and problems.
- Knowledge of basic bookkeeping.
- Knowledge of standard office equipment including telephone systems, photocopiers and mail machines.
- A valid class 5 Drivers’ license and reliable transportation is required.
Education and Experience
- Completion of Grade 12;
- Post-secondary education in business or administrative preferred.
- 4 years of previous experience in a similar administrative role.
**Must be legally entitled to work in Canada (Canadian citizenship or permanent residency)
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