Description:
The Administrative Office Coordinator requires a high degree of professionalism, attention to detail, discretion in handling confidential information, and strong organizational and time management skills. As the sole support the individual primarily supports the leadership team however extends to all other individuals who work in the section.
As an Administrative Office Coordinator, with a focus on the City of Edmonton’s Cultural Commitments to be Safe, Helpful, Accountable, Integrated and Excellent, you will:
- Provide end to end meeting support
- Schedule meetings, prepares and distributing agendas
- Secure space, arrange for catering and arrange set up of meeting facility
- Participate in meetings in order to record, effectively transcribe and capture decisions and actions
- Provide calendar management and assistance for the Director and other members of the the leadership team
- Manage meeting room calendars to ensure accurate availability of facility
Word processing and Information Management
- Administer a filing system by uploading various reports for stakeholders based on varying timeframes
- Ensure document management, retention, disposition and distribution of documents adhere to all FOIP requirements and record management procedures
- Maintain staff information by keeping emergency contact lists, electronic distribution lists, and corporate directory updated at all times
- Administer positions by maintaining organizational chart, completing position management workbooks, and reconciling with Org Plus to correct funding source and cost centers
- Keep accurate and current inventory of technology serial numbers, headset merchandise and other facility related equipment
- Keep manual updated with all relevant information
Support and Coordination
- Maintain all bulletin boards by ensuring information posted is updated and meets display standard
- Coordinate and/or lead a variety of projects and initiatives within the Section as assigned by the Operations Manager or Director
- Represent 311 & Customer Access by participating on internal committees or cross-functional teams
- Administer and coordinate all travel arrangements
- Help support events by assisting with scheduling activities, catering, facility set up, technology, etc
- Communicate with various offices to ensure information and events are relayed between facilities
Provide facility coordination and reception services
- Provide reception services for all visitors on site by greeting various stakeholders in a professional and friendly manner and providing a welcoming experience
- Answer general phone line using a professional and courteous manner
- Sorts, distributes incoming mail and prepares all outgoing mail and parcels
- Manage all courier services and deliveries
- Acts as the primary contact for site access related to maintenance and facility issues and deliveries
- Coordinate the maintenance of office equipment, furniture, and facility related repairs and requests with internal
Support Occupational Health & Safety
- Support a safe, healthy and injury-free work environment and coordinating the 8 elements of the Occupational Health and Safety program by:
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coordinate and implement ergonomic assessment workspace changes, provide oversight of OH&S inspections, provide oversight of implementation of action items from OH&S inspections and implement action items from Hazard Assessments
Qualifications:
- Completion of the twelfth (12th) school grade including business subjects with emphasis on general office practices or completion of an appropriate certificate program from an approved business school/college
- A minimum of three (3) years in a large, complex organization with progressively diversified data entry experience with extensive knowledge of work processing and data entry including preparing, editing and proofreading, correspondence, taking and preparing minutes and providing clerical support. As well as experience in office, coordination related to vendor and facility management
- Proficient in the use of computer programs: Internet, Word Processing (Word, Google Docs), Spreadsheets, (Google Docs), Presentations, Email (Gmail) and SAP(ECC & Ariba)
- Proficient in the use of office equipment: Computer, Voice Messaging, Photocopier, Fax Competencies
- Understand ethical behavior and business practices and ensure own behavior is consistent with company standards and align with the values of the organization
- Establish and maintain positive working relationships with others both internally and externally
- Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
- Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations
- Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
- Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization
- Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities
- Determine strategies to move forward, set goals, create and implement actions plans, and evaluate the process and results. Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
- Demonstrate alignment with the Cultural Commitments of Safe, Helpful, Accountable, Integrated and Excellent, fostering an environment for others to do the same. For more information on the City’s Cultural Commitments, please visit edmonton.ca/our-culture
- Demonstrate the foundational competencies, key behaviours and attributes of the City’s six leadership competencies: Courage, Inclusivity, Values-Based Influencer, Collaborative Networker, Systems Thinker and Creative Innovator. For more information on the City’s leadership competencies, please visit edmonton.ca/our-culture