Office Coordinator Location : Downtown Toronto Duration : Temp to Perm Compensation : Temp : $15 per hour, Perm : 32-35K annually
Goals and Objectives
Support the Management team to achieve the following :
Create a welcoming and collaborative community environment amongst our members through events and building relationships between members
Ensure that your building is fully operational and processes are running smoothly. This will involve managing maintenance and cleaning contractors to complete evolving lists of improvements.
Drive growth and promotion of the client’s provided service offerings (add on services like phone, group benefits)
Take direction from the Director of Operations and Managing Director as necessary
Duties and Responsibilities
Greeting and checking-in Members, Clients and Contractors. You will be the main point of contact
Cover the front desk during business hours
Answer all overflow calls in a friendly and courteous manner and direct all inquiries to appropriate parties
Greet people who come in for tours, track walk-ins, schedule tours, and send confirmation emails
Answer walk-up member and guest questions or refer inquiries to additional resources
Oversee all incoming / outgoing couriers
Oversee boardroom and resource bookings through Outlook and resolve any booking conflicts if necessary
Ensure boardrooms are set up for client meetings
Schedule and conduct tours of the building with potential new members and manage follow ups.
Work on community initiatives designed to develop connections between members, including member introductions, event support, email communications etc.
Solve member-related issues to ensure a cohesive community
Events and Community Management (Lunch & Learns, Community Events, Socials). Using initiative to create activities and programs for tenants.
Assist with set-up and breakdown of events, including ordering food and beverages
Prepare monthly newsletter
Management of Social Media Channels
Identify issues for escalation to Director of Operations and Managing Director and document accordingly
Managing schedules, travel plans, itineraries, appointments for Senior Executives
Building Operations and Management
Assist with move-ins and move-outs; prepare and distribute new member welcome information
Ordering supplies (Coffee, tea, snacks, stationary etc.)
Ensure that Operations Manual is updated with any relevant information
Identify issues for escalation to Community Lead and Community Manager and document accordingly
Manage maintenance contractors and cleaners. Create lists and track timelines to completion.
Manage external contracts, i.e. tech support, phone services.
Be aware of budgetary requirements
Signing off on invoices pertaining to properties
Track invoices in / out and submit to accounts where necessary.
Using initiative to assess other building needs and bringing findings to management
Similar role, or experience in administration / customer service is a plus
Must have strong verbal and written communication skills
Exceptional organizational and multitasking skills
Demonstrate integrity, dependability, responsibility, accountability, self-awareness.
Passion for entrepreneurial communities
Proficient in basic computer skills as well as Word, Excel and Power Point
Interest in commercial Real Estate and Real Estate in Toronto (not necessary but would be beneficial)
Team player, but can work independently taking initiative to get the job done.
Most importantly, enjoys an ever-changing job description.