Description:
The Office Coordinator provides coverage of the front office administrative operation whilst ensuring excellent customer service to clients, visitors and staff. Serves as administrative support to the site leadership team as appropriate, as well as coordinating adhoc requests from a cross-functional employee base. The Office Coordinator supports a culture of continuous improvement by being service oriented, coordinating special projects, establishing effective communication processes and deploying best practices to improve cost, quality, delivery, and employee engagement.
Responsibilities:
- Coordinates day to day front office operations which include: reception, phones, mail, email, administrative support, projects, photocopying/fax services, meeting coordination, enquiries, bookings etc.
- Administration support for the Director of Operations.
- Ensures quality customer service to clients, visitors and staff.
- Processing of orders e.g. food, materials, first aid and hygiene and support for site managers.
- Scheduling of maintenance works for maintenance personnel as per site needs.
- Works with other departments to identify office tasks that may be performed by front office staff. This may include, but is not limited to: Proposal editing, data input, bookings analysis, client onboarding, special projects, occupancy analysis and reporting etc.
- Support and Health and Safety and facilitate events at each site.
- Provides administrative support including but are not limited to: Preparing reports, coordinating meetings, making travel arrangements, collecting data, etc.
- Manages office administration:
- Oversees the procurement of general office supplies, equipment maintenance and break room supplies that are not covered by purchasing
- Coordinates building access for all sites.
- Generates adhoc reporting and tracking systems
- Helps coordinate various employee events, activities, or projects.
- Arranges for site maintenance as required
- Participates in various teams, projects or company meetings
- Manage communications for sites and site managers
Requirements:
- 2-3 years experience working within a professionally managed business; Prior operations experience preferred Demonstrated ability to use Word, Excel, PowerPoint, Outlook with proficiency; Advanced Excel skills preferred
- Able to communicate effectively in English; demonstrated success with verbal and written business communications
- This individual must have the ability to interface with customer, employees and management at various levels within the organization
- Must be detail-oriented, organized and able to handle multiple projects simultaneously