Office Coordinator - Jobs in Calgary, AB

Job Description

This position has a wide range of duties ranging from office organization, information management, administrative assistance across the organization, and technology implementation and oversight. Although a high degree of interdepartmental support will be required, this role will mainly be focused around aiding the Operations Team.We all have a voice at William Joseph, and we are all expected to use it. We don’t let our egos get in the way of innovation. In our company, everyone’s opinion matters, and idea generation is the most important product of our collaboration as a team.ACCOUNTABILITIESOffice Maintenance

• Ensure that stationery, staff room, computer parts, and supplies are ordered and replenished.
• Ensure that office is representative of its professional environment.
• Serve visitors by greeting, welcoming, directing, and announcing them appropriately.
• Answer, screen, and forward all incoming calls.
• Receive and sort daily mail/deliveries/couriers.
• Carefully maintain office scheduling to avoid conflicts, and manage meetings and appointments (both internal and external).
• Perform other clerical duties such as faxing, scanning, and filing.
• Manage reception and other duties as required
• Support Operations team with staff culture events.

Administrative

• Support Operations and Leadership teams with onboarding of new employees, including setting-up new email address by liaising with IT department, network log-in information, providing building access key fobs, and training in basic phone system operation.
• Opens and closes projects on project management software and SharePoint.
• Ensures SharePoint and project management software are kept organization and up-to-date.
• Prepare reports as requested and needed by Operations and Leadership teams.
• Research and seek out new vendors for office supply cost optimization, making recommendations to the Operations team.
• General management of company phone system, including updating information as needed.
• Serve as main point of contact for company-wide IT issues for day-to-day concerns, troubleshooting where possible and connecting with IT department where necessary.
• General database maintenance and management, including uploading new contact information.
• Responsible for coordinating bi-annual company magazine deployment.
• Manage day-to-day outreach including composing correspondence on behalf of CEO.
• Event assistance and/or coordination as needed for William Joseph internal marketing.
• Sort and file all digital and non-digital documents.
• Verify accuracy of cash receipts, expenses, or other transactions for company records.
• Checking employee timesheets daily to ensure completion.
• Aid in creation of internal process documents by deploying clear technical writing skills.
• Sends out client surveys as per client survey process, sending completed surveys to the Leadership team
• Additional duties as required.

Accounting

• Creates invoices, gift & sponsorship receipts, and others, and reviews them before sending them to Clients and/or Vendors.
• Responsible to inform clients of acceptable methods of payment and coordinate initial set-ups for new accounts and maintains relationship with clients’ billing contacts.
• Responsible to inform clients of unusual outstanding invoices.
• Keep track of Accounts Receivable & Account Payable list and send updates to CEO on a weekly or biweekly base.
• Reviews invoices from Clients and/or Vendors and on CEO authorization provides to settled them.
• Responsible to send monthly email reminders to Clients with EFTs, credit cards, or email transfer payments to assure payment on schedule.
• Keeps detailed and accurate list of credit card information on file and process monthly payments for specific Clients.
• Keeper of WJ credit cards information.
• Work closely with Bookkeeper once a week to make sure the books are in others for CRA and any other government subsidies available.
• Updates various billing reports on a weekly basis.
• Ensures integrity of data for year-end purposes.
• Additional duties as required

Human Resource Coordination

• Coordinates and support the entirety of the hiring process.
• Meets on a weekly basis with the Operation team to ensure ongoing support and to review recruitment, training, and development of all staff.
• Proactively plans for additional staff resources, equipment, space, and furniture.
• Supports onboarding and oversees training new hires working with Leadership team.
• Responsible for scheduling check-ins and 360 surveys for staff on SurveyMonkey.
• Updates and maintains all employees files and documents, in collaboration with the Managers and the Directors.
• Responsible to organize and coordinate any Culture Event throughout the year.
• Tracks time off (Lieu, Flex, and Sick) and sends quarterly reminders to the Staff.
• Additional duties as required

Internal Support

• Exemplify the “William Joseph experience” through day-to-day actions.
• Act as company advocate and embody William Joseph values: collaboration, professionalism, excellence, and passion.
• Format all reports according to William Joseph brand standards.
• Demonstrate creative, dynamic, and flexible approaches to problems and resolve issues in timely and professional manner.
• Willingness to adapt and support different departments in various different tasks depending on skillset and interest (i.e. supporting project management, writing articles, blogs or social media posts, attendance at company events)
• Support other team members in a fast-paced, controlled chaotic environment, often working long hours and occasionally evenings or weekends to meet deadlines.
• Observe and respect all William Joseph processes in place.
• Strive to meet William Joseph’s core competencies.
• Other duties as required by William Joseph.

Proficiencies/Attributes

• Cheerful and professional.
• Good sense of humour.
• Ability to meet deadlines in a fast-paced environment.
• Creative and imaginative in day-to-day work.
• Extremely detail oriented.
• Strong time management skills.
• Excellent written and interpersonal communication ability.
• Work well independently and within a group.
• Possess passion for their job, display professionalism in their role, and is driven to excel.
• Familiar with standard office management concepts, practices, and procedures.
• Good judgment in all aspects of the position.

Qualifications

• Minimum high school diploma or equivalent, and/or two to four years of relevant industry experience.
• Post-secondary degree and experience and/or demonstrable proficiency in marketing is preferred.
• Proficiency in all Microsoft Office applications.

Job Types: Full-time, PermanentBenefits:

• Casual dress
• Dental care
• Extended health care
• Flexible schedule
• Life insurance
• On-site gym
• Paid time off

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Administrative: 2 years (preferred)

Work remotely:

• No

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