Office Coordinator - Ottawa, Canada - First Nations Financial Management Board
Description
Position Overview
Reporting to the Senior Operations Manager, the Office Coordinator supports the Senior Operations Manager in the day-to-day operations of administrative and office support for the FMB.
Accountabilities
Leadership
- Builds strong relationships with colleagues across all Business Lines;
- Anticipates role related administrative issues and assesses risks, bringing proactive solutions which will eliminate or mitigate such risks to the Senior Operations Managers attention;
- Maximizes team performance and productivity by mentoring and supporting Administrative Assistants through individual evaluations and monitoring of personal and professional development plans;
- Oversees third party contractors and suppliers to ensure delivery of professional and applicable business line services;
- Promotes and maintains a workplace culture that encourages ethical practices, individual integrity, and social responsibility;
- Supports the Senor Operations Manager in providing direction and assistance on administrative support, office services, health and safety administration, and facility management matters;
- Provides strong, effective, and highly visible leadership, ensuring all administrative staff are motivated to contribute fully to the realization of FMB's vision, mission, and objectives;
- Conducts role related internal training on policies, processes, procedures, and operational support services.
Administrative
- Supports the management of office operations under the direction of the Senior Operations Manager;
- Drafts, prepares or reviews specific FMB documents, prioritizing workflow, and level of importance;
- Supports coordination of meetings, including room setup/tear down, catering requirements, prepares and distributes agendas, minutes, and packages, including support for Board of Directors, when requested;
- Collaborates with all business lines to ensure provision of consistent documents and processes;
- Supports the onboarding process of all new employees;
- Recommends improvements to increase efficiency to Senior Operations Manager;
- Supports or delegates the procurement and monitoring of inventory of office supplies;
- May be asked to assist in the coordination of workshops, trade shows, special projects, and events;
- Provides back up coordination of travel requests including flights, hotel bookings and car rentals;
- May be asked to cover reception, couriers, telephones, and general business line administrative support from time to time;
Facility/Property Management
- Supports the coordination of individual office assignments and moves including desks, phones, and other assets;
- Assists with security for office spaces including keys, codes, and parking;
- Ensures office facilities follow applicable safety standards, regulations, codes, and laws and communicates the organizations safety policies.
- Coordinates with HR and IT department on all office equipment and space when directed;
- Supports managing relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.
Qualifications
- Postsecondary education in business administration or equivalent;
- May possess an office administration diploma or equivalent;
- Must have a minimum of 3 years' experience:
- Working in an administrative position, at a supervisor level;
- Leading a team preferably with remote or satellite operations;
- Working as an office or facility manager, preferably with multisite operations;
- Experience working with and/or contracting external vendors and consultants required;
- Valid first aid certificate an asset;
- Must have advanced level experience using Microsoft Office Suite;
- Experience working with information and data management systems a strong asset;
- Experience working with Indigenous Governments, organizations, and communities an asset;
- Must have an understanding, awareness and appreciation of Indigenous culture and history;
- Willing to participate in ongoing education and training for the role including Indigenous studies;
- Exceptional interpersonal skills, including outstanding oral and written communication capabilities in English, French language is considered an asset.
- Equivalent or relevant education and/or experience may be considered.
Working Conditions
This position is based in Ottawa, ON;
Requires occasional national travel.
What We Offer
- Salary and annual bonus eligibility;
- Flexible 37.5hour work week
- Employer paid extended benefits;
- Health Spending Account;
- Matching group RRSP contributions;
- Annual vacation allowance and generous paid stat & nonstat days;
- Workli
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