Office Coordinator - Toronto, Canada - Pinnacle Fund Services

Pinnacle Fund Services

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Office Coordinator (Toronto)

Company description
The Office Coordinator is the first voice of Pinnacle. You will assist our employees and clients as they first interact with Pinnacle and answer/redirect inquires when they call. In addition, you will assist our HR team with certain HR administrative tasks.

Please note that we have a hybrid culture with most employees working from home with smaller physical space for events and meetings.

We are looking for someone who has the flexibility to come into the office as and when needed.

Responsibilities

General

Coordinating all incoming and outgoing mail/courier packages (on occasion)
Maintaining and ordering office and home supplies which includes liaising with staff on needs, placing orders, shipping equipment & supplies, maintaining inventory and negotiating rates.
Answering the general phone line
Assisting with internal staff events such as potlucks, quarterly lunches, staff planning sessions and the annual holiday party
Booking staff travel
Looking after the common areas of our Toronto office (kitchen, meeting rooms, foyer) and assist with troubleshooting of daytoday building issues (elevator access, floor closures, equipment maintenance) when required
Participating on the Health & Safety committee and maintaining first aid kits and supplies
Assisting with data entry in various programs
Scanning and filing office documents in a secure location as needed.
Compiling invoices for client audits where relevant
Additional adhoc duties and responsibilities which may be assigned to you by the Management Team and your supervisor.

HR
Recruitment

Teams Testing

Onboarding

Generate new user request with IT service provider
Follow up with Managers & TL on New User Forms
Coordinating Nucleus set up & scheduling with new hires
Scheduling HR Orientations + Compliance Orientations
Updating schedules (ex. coaching schedule, SharePoint, etc.)
Ordering IT equipment for all new hires, coordinating and shipping
Coordinate phone extension, office access card
Inputting new user info./set up in Wrike, Paxus, KnowBe4\
Computer Systems Orientation (meets with new hires on PETE, SharePoint, LastPass, network drive, nucleus app). Shows them how to use teams & booking meetings.

Offboarding

Disabling Access (Wrike, KnowBe4, Sharepoint,office key cards, tokens)

Other

Coordinating service awards for staff
Announcement (Teams) organizing Bday, Anniversary gifts
Laptop sign out for work abroad requests
Mailing Manulife Enrollment Forms
Coaching call scheduling
SoftSkills training scheduling, monitoring
Ad Hoc TrakStar support

Bamboo

Monitoring outstanding training for all staff on a monthly basis and following up where necessary
Monitoring expired work visa's/Permanent resident status for all staff
Providing reports to HR Manager in Q4 summarizing all staff with vacation days exceeded roll forward amount (on a monthly basis)
Outstanding training monthly
Providing reports on training completed to Compliance for annual regulatory reporting or audits (privacy and SOC)
Audits: Wrike Users, Drives, Paxus
Maintaining equipment logs
Maintaining phone logs (extension assignments)
Update completed training from all staff

Position type:
Permanent full-time (hybrid remote work model)

Location:
Toronto, ON