Office Coordinator

L'Occitane en Provence

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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