Office Support Representative - Toronto, Canada - Nuclear Waste Management Organization (NWMO)

Nuclear Waste Management Organization (NWMO)

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Location
Toronto

Employment Category
Regular Full-Time

Department
Legal Services

Job Reference
10182

The Nuclear Waste Management Organization (NWMO) is a not-for-profit organization tasked with the safe, long-term management of Canada's used nuclear fuel inside a deep geological repository, in a manner that protects people and the environment for generations to come.

Founded in 2002, the NWMO has been guided for 20 years by a dedicated team of world-class scientists, engineers and Indigenous Knowledge Keepers that are developing innovative and collaborative solutions for nuclear waste management.

Canada's plan will only proceed in an area with informed and willing hosts, where the municipality, First Nation and Métis communities, and others in the area are working together to implement it.

The NWMO plans to select a site in 2023, and two areas remain in our site selection process:

the Wabigoon Lake Ojibway Nation-Ignace area in northwestern Ontario and the Saugeen Ojibway Nation-South Bruce area in southern Ontario.

Office Support Representative

(Employment Status:
Fulltime)

ON-

SITE:
Core business hours (8am-4:30pm)

Position Location:
Toronto Head Office - 22 St. Clair Avenue East, 4th floor

Reporting to the Office Facilities Supervisor, the Office Support Representative is a key member of the team that is responsible for providing a variety of administrative and clerical services to the NWMO including but not limited to: arranging and scheduling meetings, reception, shipping and inventory duties, operation and maintenance of office equipment, records management and document control support functions such as shredding and media storage and other duties as required.

Responsibilities:

Scheduling/Calendaring:

Make all necessary arrangements for meetings, including scheduling in MS Outlook, taking minutes when requested by Manager, preparing the room, confirming equipment, supporting meeting lead and attendees, and managing catering deliveries as needed.
Schedule and maintain personal and team calendars for events, work and vacation schedules.
Make all necessary travel arrangements.

Records/Document Management:

Accessing and managing shredding schedules, special requests and media storage such as Data tapes on Iron Mountain site.
Perform records management and document control support functions such as scanning, sorting, filing, labeling, retrieval, etc for various phases of document life cycle management.
Maintain, and update database information, manuals floor plans and phone lists and other associated records. Generate reports as required and maintain files of all departmental documentation.
Process, distribute and track documentation. Verify details and compile statistics, ensuring deadlines are met, following up as necessary.

Clerical:

Perform routine clerical tasks such as mail, courier and reception as required.
Arrange for and perform bulk printing of material, courier packaging and handling as necessary.
Maintain stationery, office kitchen supplies and publications ensuring sufficient inventory levels are maintained.
Maintain task book and documentation related to all aspects of the job.
Operate, and maintain a variety of office equipment such as printers, fax machines, postage machine, scanners and photocopiers. Carry out equipment inspections, and make minor adjustments, including changing toner, print cartridges, paper supplies, etc. Carry out key operator duties as necessary.
Operate and maintain computer based high volume production and colour graphics reproduction equipment, as needed, such as plotter material, external printing vendors materials.
Prepare and process office supply and other requests and forward for approval. Check delivery documents against original orders following up on discrepancies by queries to others, including statement reconciliation.

Other:

Assist with the onboarding/offboarding of employees and contractors: planning for system access, badges, name plates, business cards request, pass card forms etc.
Assist with interoffice moves such as providing packing supplies and coordinating with IT and other staff to facilitate the moves.
Responding to, and followingup on, assigned tasks including requests to Facilities Help Desk and dedicated Facilities inbox in a prompt and professional manner.
Assist Office Facilities Supervisor with any building maintenance/ management or vendor requests as needed
Accountable for the health, safety and wellbeing of self and others, as per established procedures and standards.
Other duties as required

Qualifications and Experience

Secondary education required. Postsecondary education is an asset.
Demonstrated office support/administration experience
Strong working knowledge and experience with MS Office (Outlook, Word, Excel, Publisher, PowerPoint).
Outstanding communication and interpersonal skills.
Strong sense of urgency, ownership and demon