Human Resources Position Description: Office Coordinator



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Position Title:
.Office Coordinator
Department:
Operations
Reporting to:
Director of Operations
Category:
Bargaining Unit
Last Updated:
07/02/2008
Hours per week:
37.50
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Summary:
This role is responsible for the coordination and direction of the daily workflow for the administrative support functions for ACT. Specifically, this role will: select and coordinate suppliers and vendors; support the development of policies regarding office services & related health and safety practices, coordinate offsite storage, coordinate building maintenance requirements; determine office layout; distribute staff communications; assist with the orientation of new hires; coordinate the office tasks associated with terminations and departures; manage day to day office activities such as filing, mail, and support reception activities; develop, prepare, and edit presentations using Microsoft Office; and act as the point of contact for information concerning general office activities and office services. Specific duties and responsibilities will also include, but are not limited to the following and may be subject to change:


Office Coordination
    1. Pro-actively stock, maintain and organize the supplies/mail/copier room to ensure that supplies are available, equipment is operating and that the area is safe and hazard free.
    2. Ensure that supplies are purchased and maintained, keeping an appropriate inventory level and sourcing supplies at the lowest possible cost. Maintain the telephone system.
    3. Monitor, prepare and distribute incoming and outgoing mail, couriers and other packages for internal customers.
    4. Pro-actively assess, review and recommend office requirements for such things as the purchase of new equipment or upgrades ensuring that the needs of internal customers are reviewed on a regular basis.
    5. Continually review and recommend ways to streamline process, practice and structure in order to ensure fiscal savings and improve efficiencies for all office services.

Administration
    1. Perform a variety of clerical tasks to support the efficient and effective operation of office services at ACT. Prepare written internal procedures to support the various tasks taking into account the needs of internal customers.
    2. Coordinate the booking and scheduling of meeting rooms in a timely and organized manner. Assist in coordination of meetings, special events and conferences as required. Ensure regular and consistent communication with staff with respect to this.
    3. Support the Director of Finance with related administrative work such as copying, filing, preparing correspondence, faxing and reports as required.
    4. Responsible for multiple duties as assigned in order to support the delivery of finance and administrative services to ACT.
    5. Support all areas of the Finance and Administrative team as required.
    6. Prepare and make agency bank deposits.
    7. Create purchase orders for supplies that are ordered and other PO’s as required.
    8. Receive and provide receipts for any cash or cheques delivered to ACT offices.
    9. Determine and distribute cost recoveries such as postage, photocopying, business reply mail and long distance telephone charges etc.
    10. Acts as a member on the Occupational Health & Safety Committee. Pro-actively maintains first aid supplies.

Building Management
    1. Pro-actively monitors, maintains and coordinates the repair of all office equipment such as photocopiers, facsimile machines, the postage meter, the telephone system, the security system etc.
    2. Research and administer building maintenance contract such as the building management company lease, HVAC system, parking and elevator contracts.
    3. Pro-actively coordinate the cleaning, repair and painting of office space.
    4. Ensure the building is maintained in a clean and safe manner, monitoring cleaning and tidying common areas.
    5. Maintain common areas and counselling rooms in a clean and safe manner and ensures furniture and lighting requirements are met.
    6. Liaise between the organization and property management representatives and other tenants to ensure communication of information and the resolution of problems. Follow up to ensure actions are implemented.
    7. Maintain a record of staff parking spots, associated vehicles, and remote control garage door openers. Maintain a booking record of parking spots, notifying staff when booking is secured.
    8. Maintain a record of spare keys, along with who has been given specific keys and unlocks the building daily. Changes building codes as needed.
    9. Coordinate minor repairs and installs a variety of items such as pictures and cork boards.
    10. Coordinate office relocations.
    11. Oversee and enforce contractual agreements such as telephone, courier, cleaning contracts etc.