Office Coordinator

2 weeks ago

Toronto, Ontario, Canada Perkins&Will Full time

Position Summary:
We are looking for an administrative rockstar for our Toronto office. The ideal candidate for this position will have a level of energy, decorum and discretion that is second to none. You possess the "6th sense" that allows you to be 2 steps ahead at all times. You will have experience supporting an architecture or interior design studio. Finally, as the ideal candidate, you will have a positive and agile approach to keeping the environment organized and the team you support productive.

Office Administration:

  • Executive level support for Senior Leadership;
  • Manage all office supplies, Purolator, FedEx and mail;
  • Manage travel for Toronto staff;
  • Manage and be consistently present at the front desk. Respond to incoming calls after the first ring. Greet clients, visitors and employees;
  • During breaks and catering duties, ensure that incoming calls are forwarded to other support staff and coordinate their availability;
  • Act as a concierge for Perkins&Will guests across the organization;
  • Keep meeting rooms & kitchen clean and tidy;
  • Order and manage all aspects of office & special events catering including set up and clean up
  • Scheduling appointments & coordinating meeting rooms;
  • Coordinate internal and external meetings;
  • Organize internal and external staff events;
  • Social responsibility events;
  • Assisting with PowerPoint project presentations;
  • Copying, scanning, project filing and general typing;
  • Participating in culture and diversity and inclusion activities
  • Coordinating office celebrations such as birthdays
  • Assisting with project coordination for the design staff
  • Help maintain the materials library
  • Help to organize lunch and learns
  • Be available when possible to assist other Administrative Assistants with work overflow;
  • Other administrative duties and errands as assigned by manager.

Human Resources Support:

  • Health & Wellness ambassador
  • Support new hire onboarding
  • Joint Health& Safety member/ leader
  • Fitness/Transit Reimbursement support
  • Event coordination
  • Recruitment support

Qualifications:

  • Pro-active support attitude
  • Willingness to accept responsibility
  • Possesses initiative
  • Ability to solve problems and identify workable solutions
  • Possess effective communication skills: team player
  • Possess a level of flexibility in order to reach objectives
  • High level of organizational ability
  • Ability to prioritize work efficiently
  • Excellent knowledge of MS Office
  • Experience with Adobe Creative Suites (InDesign, Photoshop, Illustrator) would be ideal
  • Word processing capabilities-Word, Excel, Powerpoint, PageMaker.
  • Trustworthy, to work with confidential material.

Experience:

  • 2 - 4 years
  • Excellent verbal and written communication skills
  • Detail-oriented
  • Organized Pro-active, self-starter, able to work with minimum supervision
  • Customer service driven
  • Proficiency with Microsoft Word, Excel, Powerpoint and Outlook required
  • Graphic softwares like InDesign, Illustrator, and Photoshop preferred
  • Experience with Newforma and StatsLog considered an asset
  • Experience in the architectural industry is a plus

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