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Administrative Coordinator - 3 Month Contract

Job Highlights
Toronto
Contract
$27

About the Opportunity  

Front Desk:  

  • Greet all clients and visitors with courtesy and professionalism  
  • Escort visitors to meeting rooms, and offer coffee/water etc.  
  • Ensure the reception area, board rooms, and meeting rooms are neat and tidy throughout the day  
  • Answer telephones and direct calls or take messages as appropriate  
  • Pick up mail from central location daily for sorting and distribution  
  • Efficiently manage all incoming and outgoing courier packages by sorting and distributing  
  • Being aware that this is an office support position, not a hybrid or work from home position  
  • Other duties as assigned 

Office Administration:  

  • Organize and manage an online system for board/meeting room scheduling, and assist/coordinate as required  
  • Assist the Executive Assistant, maintaining an inventory of all office and kitchen supplies, monitoring status regularly and order supplies as required on a timely basis  
  • Assist with monitoring and reporting of the administration department budget for office and kitchen supplies, and services; prepare reconciliations as required  
  • Order business cards for all new employees, and current employees when requested  
  • Provide troubleshooting for general office equipment, (printers, copiers, coffee machine, etc.), escalate to various vendors and providers, when necessary, ensuring timely service and maintaining records  
  • Monitor all office printers for ink & toner usage and replacement  
  • Maintain an accurate and current corporate contact list  
  • Contact building staff to resolve issues as required through the online property support system  
  • Maintain kitchens daily, checking to ensure there’s a constant supply of coffee, milk etc., and by ensuring cleanliness of the kitchens  
  • Ensure the photocopy machine and the stationary rooms are always clean and tidy, with adequate supplies  
  • Train temporary staff or others to perform this position as required for vacation or other coverage, and coordinate coverage when needed  
  • Maintain and monitor the shredders throughout the office and coordinate with the shredding company for pickups and deliveries  
  • Assist the HR Team with general onboarding of new employees by creating welcome packages and maintaining an up-to-date internal employee contact list
  • Assist with organization of carpet cleaning, and maintenance of plants in the office  
  • Assist with the preparation and processing of expense reports for allocated team members through the expense reporting system  

Events:  

  • Organize ad-hoc requests for catering needs with internal team meetings and other office events  
  • Assist with planning and coordinating social events for the company throughout the year locally and nationally  
  • Assist with head office company event planning as required, including venues, catering, invitations, and other arrangements  
  • Assist with any office re-organization and expansion projects when required  
  • Other duties as assigned Support to Executives & Executive Assistants:  
  • Provide strong support to the Executive Assistants(“EA’s”), helping with the Executive Leadership Team’s (“ELT”) requests and requirements  
  • Assist the EA’s in their day-to-day tasks as needed  
  • Provide administrative support to members of the ELT including setting up meetings (internally/externally) and booking meeting rooms, photocopying, printing etc.  
  • Provide support and coverage to ELT during the EA’s vacations  
  • Assist the ELT with travel & hotel bookings when required  
  • Other duties as assigned 

About You   

  • Minimum 2-3 years’ related experience including reception, administration, and office services and customer support  
  • Exceptional ability to multitask and prioritize heavy workload independently  
  • Projects a positive, enthusiastic attitude and a commitment to service excellence  
  • Ability to work independently and take personal responsibility for work, but to also work collaboratively as a member of a dynamic team  
  • Strong oral and written communication skills  
  • Ability to draft professional correspondence and to create effective reports and presentations from raw material  
  • Demonstrated proficiency with Microsoft Word, Outlook, PowerPoint, and Excel. Canva/design experience is an advantage  
  • Demonstrates thoroughness, timeliness, and a strong attention to detail  
  • Dependable and reliable with respect to both attendance and timely completion of work 

Pay Rate 

$25 - $27/hour 

How to Apply 

Click the “Apply Now” button and follow the instructions to submit your resume. Please note that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote #345652.   

You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role. 

Job Application for
Administrative Coordinator - 3 Month Contract

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