Office Coordinator
Share
Job Location:
Monthly Salary:
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
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
Required Experience:
IC
Key Skills
- Office Manager Experience
- Microsoft Office
- Customer Service
- Computer Skills
- Microsoft Outlook
- Microsoft Word
- QuickBooks
- Medical office experience
- Office Experience
- Front Desk
- Microsoft Excel
- Administrative Experience
About Company
Architecture, interior design, planning, and landscape design for universities, healthcare facilities, businesses, cultural and civic institutions, sports and recreation, and more.
