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Office Coordinator

The Office Coordinator is responsible for providing superior customer service and administrative support to co-workers, callers, and visitors to the office. In this junior level role, the “face” of the Company and an integral member of the team that is very much the “glue”, the Office Coordinator takes pride in their position, makes it their own and looks to make the administrative operations of the role as efficient as possible.  The successful candidate has an outgoing personality, loves to be busy and wants to be part of a dynamic, fun and growing travel company. This is a very exciting opportunity for someone looking to get a start in the travel and tourism industry!

JOB DUTIES

Office Coordination                                                                     

  • Receive and direct incoming calls and faxes on a multi-line phone system
  • Welcome visitors and clients in a polished, professional and friendly manner
  • Receive and assign sales leads using our CRM technology
  • Provide lunch and absence relief for the Office Manager/Reception on 2nd floor
  • Provide Event/Meeting support including but not limited to booking boardrooms, catering requests and adhoc errands
  • Provide administrative support to Kensington Executives when required
  • Assist in analysis and reporting when required
  • Assist the Social Committee and help with employee events/celebrations when required
  • Other duties as assigned

Facilities Administration / HR Support

  • Ensure office and kitchen are adequately stocked in conjunction with Office Manager
  • Participate in the Joint Health and Safety Committee and report any incidents, building or maintenance concerns to HR Team and Office Manager
  • Tidy and maintain stationary room, meeting rooms, public areas and kitchens throughout the day
  • Training of interns and additional reception relief staff when required
  • Liaise with HR Team and Office Manger to communicate relevant information to Employees (i.e. building notifications, company events etc.)

Shipping/Receiving

  • Collect and distribute mail, manage postage meter operation, handle incoming and outgoing courier packages
  • Drop outgoing mail in post box
  • Ensure all shipping documents are correctly completed
  • Review courier invoices (when required)

SKILLS AND ATTRIBUTES

  • Minimum 3 years reception or administrative assistant experience
  • Exceptional telephone manner and interpersonal skills with the ability to provide exemplary customer service in all situations to both internal and external clients
  • Experience liaising with property/building management/vendors an asset
  • A positive, professional and friendly manner
  • Proactive with ideas to improve efficiency and in taking ownership of the role
  • Excellent organization and communication skills (both verbal and written), with an ability to work well under minimal supervision         
  • Marketing/Graphic Design skills an asset       
  • Ability to manage multiple projects and work in a fast-paced team environment
  • Superior attention to detail with emphasis on accuracy and quality
  • Self-motivated team player with a positive, “can-do” attitude and demonstrated work ethic
  • Punctual, reliable, dependable, takes ownership of the role
  • Intermediate to advanced computer skills, comfort with technology and varying databases

Working Conditions

  • Able to occasionally lift items as heavy as 20 lbs
  • Manual dexterity required to use desktop computer and peripherals
  • May be required to attend company events after hours
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