Office Coordinator
The Bagg Group
Toronto, ON
1d ago

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
  • Membership Management
  • 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
  • Qualifications

  • 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.
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