Office Services Coordinator - Toronto, Canada - Exchange Solutions Inc.

Description

Title:
Office Services Coordinator

Function:
HR, Facilities and Administration


Reports To:
Human Resources Manager


Location:
Toronto


Type:
Part-Time (Onsite - Tues/Wed/Thurs - day shift)


Role Description

The Office Services (and Events) Coordinator is responsible for ensuring a positive client and employee experience is created and provided through office services and event management to maintain smooth operation of our office environment.

This role is a combination of office service coordination and event planning which requires a high degree of multi-tasking, organization and prioritization, all handled with ease.

Primary Responsibilities
The Office Services (and Events) Coordinator will be responsible for the following:

• Organize and coordinate catering requirements for external client meetings held on-site.
• Ensure client boardrooms are maintained daily, including equipment, lighting, chairs, etc. Boardroom booking assistance is also included.
• Maintain the common areas, including the business centers and kitchen/kitchenettes and ensure supplies are replenished as required.
• Maintain kitchen/kitchenette tidiness, including daily dishwasher and mug runs.
• Manage vendors responsible for building custodial services, plants, carpets, interior windows and other office maintenance.
• Act as key point of contact with the property management and building maintenance; responsible for communication and handling matters related to building maintenance issues, building events and executive parking.
• Manage the ordering of office supplies, kitchen supplies, taxi/courier services and making best practice and cost saving recommendations and purchase approvals.
• Periodically update the Company Intranet Home Page.
• In collaboration with Human Resources, plan and coordinate companywide events (ie annual Summer & Holiday party, Company Update meetings and ad hoc employee and client events). Actively participate on the Social Committee.
• Participate in and coordinate special projects as required.

Capability Requirements - education, skills & experience

• Postsecondary education, with a degree or diploma.
• Minimum 23 years related to client services or hospitality industry and experience with office management and/or event planning an asset.
• Individual must possess a high degree of confidentiality, integrity and professionalism.
• Must have superior interpersonal and communication skills, both verbal and written.
• Excellent computer skills, including Microsoft Word, Excel and Powerpoint. Visio would be an asset.
• Ability to research using various methods and select suitable vendors and service providers (such as caterers, venues) within budget constraints.
• Must have proven organizational skills with strong multitasking ability and the ability to prioritize.
• Must have and take pride in the attention to detail.
• Must possess a curious, resourceful and creative mindset with a proactive approach.
• Must have the ability to work independently and as a team member.
• Strong problem solving and decision making capability.

If you believe that you have what it takes to manage the office service coordination as well as excellent hosting and event planning, then this role is for you.

Please include a cover letter outlining some of your efforts in these areas. Top consideration will go towards the ability to demonstrate how you created a great employee experience in your journey.

Special note:
This job has physical requirements. Walking, shopping, stairs, lifting boxes/furniture, rolling up your sleeves with tools and other challenges.


Job Types:
Part-time, Fixed term contract

Contract length: 6 months

Part-time hours: 24 per week


Salary:
From $22.00 per hour


Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Toronto, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Please confirm your salary expectations?

Education:

• AEC / DEP or Skilled Trade Certificate (required)

Experience:

• Office Administration (and event planning): 1 year (required)

Work Location:
In person