Office Coordinator/Admin Assistant

Are you a people person who likes to be in the middle of the action? Do new challenges and projects excite you? Are you a self-starter who works well in a high energy team environment? Let’s have a chat.

Our client, a reputed general contractor, is looking for a full time Office Coordinator for their office in Oakville. This role reports directly to the Human Resources Leader and offers a competitive salary, plus full benefits.

About the role:

The Office Coordinator position is a full-time role, responsible for ensuring that all visitors and callers to the company are treated pleasantly and efficiently. Reporting to the Human Resources Leader, the Office Coordinator demonstrates a detail-oriented competency and is a self-starter and team player with a strong understanding of accounting principles, strong administration skills, and general office management.

Office Management:

• Answer general phone inquiries using a professional and courteous manner and direct phone inquiries to the appropriate staff members. Reply to general information requests with accurate information.
• Greet clients/suppliers/visitors to the organization in a professional and friendly manner.
• Prepare correspondences, reports, and presentations as required.
• Coordinate office operations, including supply management, facility maintenance, and inventory management. Ensure the office is well-stocked and organized.
• Plan and coordinate internal and external events, including meetings and conferences.
• Develop and implement procedures to improve efficiency in office operations.
• Assist with budget management and tracking of office expenses.

Administrative Functions:

• Develop and implement effective procedures for the continuous improvement of office operations, including organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; completing cost/efficiency comparisons for services and supplies.
• Support field staff by ordering supplies, and coordinating/assisting with field office management.
• Prepare and maintain accurate documentation and records for various meetings and projects.

Human Resources, Departmental Support, and Compliance:

• Collaborate with HR to maintain personnel files, and coordinate onboarding and orientation for new employees.
• Assist in performance management and employee engagement initiatives, including the annual appraisal process as well as engagement surveys.
• Provide administrative support to department leaders on HR, H&S, and cross-functional initiatives.
• Maintain accurate company-wide training records on Safety Loop. Coordinate with Health & Safety partners and Department leaders to book required staff training in a timely manner.

Insurance and Fleet Management:

• Manage business and project insurance policies, ensuring no lapses in coverage.
• Process insurance claims and ensure timely reporting of accidents and injuries.
• Track fleet vehicle registrations, insurance, and driver compliance, and assist with vehicle procurement and renewals.

IT and Telephony:

• Act as a liaison for all technology, coordinating with IT to ensure timely resolution of any technology related issues.
• Be the point of contact for all telephony services. Work closely with the provider (Telus) to maintain accurate records of phone line renewals and maintenance.

Cross-Functional Support:

• Provide limited executive support, including scheduling meetings, taking and distributing minutes, preparing correspondence, and assisting with key initiatives as needed.

ABOUT YOU:

YOU ARE PERFECT FOR THIS ROLE BECAUSE YOU HAVE:

• A minimum of three years of experience in office coordination, HR, or operations.
• A post-secondary certificate, diploma, or degree in office administration would be an asset.
• High degree of Organizational Skills, Prioritization, and Time Management.
• Ability and desire to provide the highest level of customer service to both internal and external clients. Excellent verbal and written communication skills.
• High degree of professionalism, reliability, discretion, & dependability.
• Enthusiastic self-starter with a "can-do" approach to work.
• Current valid driver's license & the ability to travel occasionally.
• Proficient in all Microsoft 365 applications – Word, Excel, and PowerPoint Knowledge.
• Ability to multi-task and organize self and others in a fast-paced environment.

Contact Harbinger Network:

To apply for the position of Office Coordinator in confidence, please send your RESUME to:

Ramya Narayanan - Client Development Executive
Contact phone number: 905-257-9691 Ext. 109
Contact email address: ramya@harbingernetwork.ca

Harbinger Network Inc. is a Canadian-based firm that serves companies across Canada, a diverse Network of Recruiters, and expertise in over 10 major disciplines. Our mission is to build meaningful careers for Professionals and develop powerhouse teams for all Businesses across Canada.

To learn more about Harbinger Network visit www.harbingernetwork.ca or contact us at 905-257-9691.