Office Coordinator

Ottawa - Canada

Monthly Salary: Not Disclosed

Posted on: 22 days ago

Vacancies: 1 Vacancy

Job Summary

Internal Job Title: Office Coordinator

Job Type: Permanent Full-Time

Job Location: Ottawa ON

Work Model: On-site

Mandatory Requirements

Language: Fluency in English (reading writing oral)
Physical Demands: Ability to stand/walk for prolonged periods; lift/carry up to 40 lbs
Working Hours: 8:00 am - 5 pm. Some flexibility will be required for after-hours support (e.g. building emergencies or scheduled building work on weekends (3-4 times per year)).
Security Clearance: Ability to obtain (in a timely manner) and maintain Government of Canada Secret (Level II) clearance.

Position Summary

As the Office Coordinator within the Auriga office team you will be responsible for ensuring smooth daily operations in the office by taking on reception duties and managing administrative tasks catering set-ups organizing resources and supporting staff. The Office Coordinator is one of the main players of office efficiency ensuring that employees have the resources schedules and support they need to perform effectively.

Responsibilities

Communication and Productivity

Manage incoming calls emails and correspondence in a professional manner.
Support the coordination of client visits and contractor visits.
Organize and update filing systems records and database.
Schedule meetings appointments and travel arrangements for executives/staff as needed.
Help coordinate office events training sessions and team-building activities.
Support our internal corporate security practices by understanding security zones enforcing employee and visitor access requirements and creating visitor and temporary employee access badges.

Supplies & Ordering

Responsible for ordering and maintaining stock of drinks coffee office supplies and general hygiene for the building.
Coordinate restocking with vending machine supplier.
Internal restock of supplies in main areas (fridge coffee stations etc.) and executive kitchenette.
Maintain efficiency and organization of printing stations and ordering of supplies.

Events & Catering

Support catering orders for small and large events using preferred caterers and quick-service ordering systems.
Assist with booking boardrooms and event planning.
Support client visits and coordinate logistics.

Facilities & Building Support

Collect and remove batteries for proper disposal.

Escort contractors as needed.

Move furniture and building supplies throughout the office.

Assign building maintenance issues to the Facilities Manager for resolution.

Work with cleaners to maintain tidiness.

Support Facilities Manager in preparing for major events and client visits.

Qualifications :

Education and Knowledge

College diploma in Office/Business Administration Event Management (or related) or High School/GED and additional years of relevant work experience
Proficiency in M365 office software (Outlook Excel Word Teams OneDrive SharePoint etc.)
Basic knowledge of the following is an asset:
- Regulatory compliance frameworks (e.g. OHSA Ontario Fire Code etc.)
- Building systems (HVAC electrical plumbing security)
- Environmental standards and sustainability practices
- Project Management

Experience

3 years of experience in an office administration/event management (or similar) position

Competencies and Soft Skills

Interpersonal skills

- Communication teamwork and collaboration
Organization and time management skills
Critical thinking skills
- Problem solving
Attention to detail
Self-directed
Growth mindset

Additional Information :

Canadian Bank Note Company (CBN) is committed to fostering a diverse and inclusive workplace where all employees are treated with dignity and respect. We are proud to be an equal opportunity employer and do not discriminate on the basis of race color religion sex national origin age disability veteran status sexual orientation gender identity or any other legally protected status.

We provide equal employment opportunities to all individuals including women Indigenous Peoples persons with disabilities visible minorities and members of the 2SLGBTQ community. Our commitment to equity extends to all aspects of employment including recruitment hiring promotion compensation benefits training and development. As part of our commitment to providing an inclusive barrier free selection process we ask that if you are contacted regarding the competition for this position you advise the interview coordinator or any accommodation measures you may require.

At CBN we value the unique perspectives and experiences that each employee brings to our organization and we are committed to maintaining a workplace that reflects the diverse communities we serve. We believe that diversity and inclusion drive innovation and success and we strive to create an environment where every employee can thrive and contribute to our collective goals.

Remote Work :

Employment Type :

Full-time

Internal Job Title: Office CoordinatorJob Type: Permanent Full-TimeJob Location: Ottawa ONWork Model: On-site Mandatory RequirementsLanguage: Fluency in English (reading writing oral)Physical Demands: Ability to stand/walk for prolonged periods; lift/carry up to 40 lbsWorking Hours: 8:00 am - 5 pm. ...