As the Office Coordinator you will provide outstanding internal and external service and support, promoting a positive and professional image for the office.
Your main responsibilities will involve general office administration and providing assistance in running the day-to-day operations of the office. You will be the "face" of the company for all visitors and will be responsible for the first impression we make.
Responsibilities:
- Answer phone and operate a switchboard
- Greet all guests and new hires and notify relevant parties of arrival
- Manage existing, new, replacement and visitors access cards for the building
- Manage and maintain office supplies and stationery
- Organize meetings for the office - including booking venue, ordering food, and set up of seating area where needed
- Responsible for travel administration and reporting, including booking travel and accomodation for employees and guests as requested
- Provide administration support and calendar management for rooms and executives
- Process requisitions for office and equipment supplies
- Review and approve office invoices; ensuring costs are allocated to the correct department and code
- Manage supplier relationships and monitor office expenditure - highlighting any concerns or issues to the Office Manager
- Ensure that the office is adhering to Health & Safety regulations
- Handle complaints with ease and provide accurate information when needed
- Assist Managers in preparing for the arrival of new employees prior to their first day
- Create "Welcome" signs as needed for new hires and visiting employees
- Manage mail, couriers and deliveries
- Provide ad hoc support to senior office staff on various projects (i.e. assist for editing, proofing, formatting...)
- Assist with other assigned duties as they come up
Qualifications:
- 1-3 years of experience in a professional administrative role - SaaS company experience would be great!
- An amazing personality that is approachable and always willing to help is essential for success in this role
- Excellent computer literacy in MS Office Suite including advanced skills in PowerPoint, Excel and Word
- Demonstrated strenght in time management and organizational skills with attention to detail and accuracy
- Awesome ability to multi-task in a fast paced work environment - it's never a dull moment!
- Strong interpersonal skills including written and verbal communication
- You are a true professional where diplomacy is second nature to you
- You love all things people and building strong trusting relationships come easily to you
- Take ownership and be accountable for all personal projects as assigned
- Take initiative to identify and execute upcoming tasks and projects - own it and run with it!
- Well-versed in managing guests book and issuing security passes
- Highly skilled in greeting guests in a courteous and professional way