Office Coordinator

This is a temporary position until the end of the year

Primary Function of Position:

The Office Coordinator & Front Desk Officer is the permanent contact party for all office related activities.

The role covers the reception and an ongoing proper administration of the office to the highest standards. The Coordinator Office & Front Desk Officer is providing on-going support to the Mgr. Workplace Services & Executive Admin for certain daily activities.

Roles and Responsibilities:

• Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.
• Organize and schedule meetings and appointments.
• Organize office operations and procedures.
• Coordinate with IT department on all office equipment.
• Manage relationships, contract and price negotiations with vendors and service providers.
• Provide general support to visitors.
• Responsible for creating PowerPoint slides and making presentations.
• Manage executives' schedules, calendars, and appointments.
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored.
• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal and retrieval.
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement and layouts.
• Ensure that results are measured against standards.
• Perform review and analysis of special projects and keep the management properly informed.
• Determine current trends and provide a review to management to act on
• Participate actively in the planning and execution of company events.
• Organize orientation and on-boarding of new staff members.
• Ensure filing systems are maintained and current.
• Establish and monitor procedures for record-keeping.
• Ensure security, integrity, and confidentiality of data.
• Design, implement and oversee adherence of office policies and procedures.
• Analyze and monitor internal processes.
• Suggest procedural and policy changes to improve operational efficiency.
• Prepare operational reports and schedules to ensure efficiency.
• Coordinate schedules, appointments, and bookings.
• Monitor and maintain office supplies inventory.
• Review and approve office supply acquisitions.
• Handle customer inquiries and complaints.
• Manage internal staff relations.
• Maintain a safe, secure, and pleasant work environment