Office Coordinator

Job title:

Office Coordinator

Company

L’Occitane en Provence

Job description

JOB SUMMARY:
The Office Coordinator will be responsible for ensuring the efficient operation of our Toronto office three days a week. Reporting to the Senior Director of Accounting, this role will involve supporting office administration and assisting with various projects as needed.JOB RESPONSIBILITIES:
Administrative Support

• Greet visitors, ensuring they are registered and directed to the appropriate area.
• Respond to inquiries, answer phone calls, and route them to the right contacts.
• Sort and deliver received mail and courier packages to the designated recipients within the office.
• Manage incoming and outgoing mail, packages, and deliveries.
• Assign office access cards to new employees and ensure they have appropriate building access.
• Track and update employee access records, ensuring terminated access is revoked in a timely manner.
• Serve as the primary point of contact for all office administration-related communications.

Office Management

• Manage daily office administration and coordinate tasks to ensure smooth and efficient office operations.
• Maintain inventory of office and kitchen supply levels, placing orders for replenishment as necessary.
• Review invoices and forward them to the Accounts Payable team to ensure timely payment for office and kitchen supply vendors.
• Track office-related expenses against the budget, maintaining an up-to-date expense report.
• Assist with onboarding new employees and related tasks.
• Help plan and coordinate company events, meetings, and other activities.
• Ensure the office environment is clean, organized, and well-maintained.
• Assist with property tax-related invoices and payments as needed.
• Perform additional duties and assist with special projects as assigned.

Property Management Liaison

• Act as the primary point of contact for building property management, security, and maintenance teams.
• Coordinate maintenance requests, repairs, and service-related issues in the office building (e.g., HVAC, plumbing, electrical problems).
• Log and track service requests in the building’s portal, following up with property management to ensure a timely resolution.

KEY PERFORMANCE INDICATORS:

• Customer Service Excellence: Provide exceptional service to visitors, employees, and other stakeholders, ensuring a positive and welcoming environment for all.
• Efficiency in Office Operations: Ensure smooth daily office operations by proactively addressing any administrative issues, minimizing disruptions, and maintaining an organized and efficient work environment.
• Office Inventory Management: Maintain optimal inventory levels for office and kitchen supplies, ensuring timely reordering to prevent shortages and disruptions.

REQUIREMENTS:
EDUCATION:

• College Diploma in Office Administration or related field.

EXPERIENCE:
Previous experience in an office administrator or coordinator role is preferred.
SKILLS:

• Good knowledge of Microsoft Excel and Word including basic formulas and data management.
• Comfortable using Outlook and Teams for communication and scheduling.
• Strong written and verbal communication skills for interacting with staff, visitors, and vendors.
• Collaborate effectively with others, offering support and being a reliable team player.
• Excellent time management skills, able to prioritize and handle multiple tasks.
• Organized with the ability to keep track of tasks and meet deadlines.
• Problem-solving skills to handle office challenges effectively.
• Able to work independently and take initiative when needed.

PHYSICAL & TRAVEL REQUIREMENTS:

• Must be able to travel to Toronto Office

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Expected salary

Location

Toronto, ON

Job date

Thu, 06 Mar 2025 05:25:37 GMT

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