Job req ID: 2070
Title: Office Services Coordinator & HR Executive Assistant
Location: 1 University Ave Suite 1700 , Toronto , ON
Department: Human Resources
Employment status : Full-time
PURPOSE OF ROLE
Reporting to the Director, Human Resources with a dotted line to the Chief Human Resources Officer (CHRO), the Office Services Coordinator and HR Executive Assistant provides executive and administrative support, and assists in the daily operation of the Toronto Office, as well as the Human Resources department. The Office Services Coordinator and HR Executive Assistant serves as Receptionist and key contact for Property Management and Security representatives and is the main point of contact for the CHRO’s office.
KEY FUNCTIONS
OFFICE ADMINISTRATION
- Greets all visitors and clients, notifies of arrival, providing appropriate level of hospitality, i.e., refreshments, wifi password, etc.
- Answers all incoming calls, providing general information to callers, transferring to the appropriate parties or relaying messages, as required.
- Performs liaison function with property management of premises and acts as a conduit for all building tenant notifications.
- Acts as liaison for building security and Human Resources to ensure appropriate access at all times for employees, contractors and visitors.
- Organizes meetings; sets up boardroom for meetings (i.e. food, equipment, etc.).
- Prepares all courier parcels and messenger service way bills and arranges for delivery.
- Prepares waybills, shipping vouchers and ensures shipment of overnight parcels (FedEx, Purolator, UPS, etc.).
- Orders office and kitchen provisions on a timely basis to ensure cleanliness, orderliness and adequacy of supplies; routinely checks the supply room, kitchen and other common areas and reports or responds to any maintenance needs.
- Opens and distributes incoming mail and prepares and drops off outgoing mail at the end of each day (excludes mail for Human Resources) and posting letters, parcels when needed by other departments via Canada Post.
- Orders supplies for photocopiers.
- Maintains the records for the Company’s archive storage system (HPRM); acts as the champion for HPRM within the HR department.
- Leads event coordination for the Company and Toronto office, including but not limited to the Holiday Party, Summer event, United Way Campaign, and all other employee related events.
- Prepares, reviews, processes and records payment vouchers and supplier invoices (Office Services and IT), ensuring the appropriate signatures and approvals are obtained.
- Assists other administrative staff on projects, as required.
- Office maintenance and creating & ordering security passes
HUMAN RESOURCES ADMINISTRATIVE SUPPORT
- Tracks, processes and submits annual fitness and office equipment reimbursements for all eligible employees. In conjunction with Payroll Services, conducts quarterly audits on fitness reimbursements.
- In collaboration with HR Associate coordinates the annual service award presentation.
- Assists the development and administration CLC’s wellness program, including wellness training sessions, wellness events and ‘lunch and learns’, as required. Liaises with third party companies pertaining to wellness services (Employee and Family Assistance Program “EFAP”, and other employee wellness events, i.e. CN Tower Stair Climb, Big Bike Ride, Wellness Wednesday).
- Manages and maintains the HR and Committee pages on agora (IDEA, Wellness, Health and Safety, Accessibility).
- Maintains CLC’s telephone listing.
- Manages CLC’s participation in the Ontario and Toronto Reciprocal Program, including annual renewal and distribution of reciprocal program cards and updated program documents.
- Manages and coordinates the annual CN Tower complimentary ticket program
- Member of the Joint Health and Safety Committee at 1 University Ave.
- Special HR projects, as assigned.
EXECUTIVE ASSISTANT SUPPORT
- Maintains and provides administrative support for the CHRO including making travel arrangements, preparing expenses, payment vouchers, ordering and maintenance of stationery supplies or equipment.
- Ensures timelines and deadlines are respected for all initiatives, objectives, projects, and
- departmental matters.
- Prepares meeting documents, memos, minutes, reports and correspondence by gathering background information and conducting research, at the request of the CHRO.
- Schedules regular HR team meetings and prepares meeting agenda and meeting minutes, where required.
- Acts as the main point of contact for CHRO scheduling inquiries and meeting requests.
- Meets regularly with other Executive Assistants and acts as a support and added resource, as needed.
QUALIFICATIONS AND EXPERIENCE
- Preference for some post-secondary education.
- One to three years of experience in business administration, human resources or office administration required.
- Proficiency with the use of standard office software, including Microsoft Word, Excel, Powerpoint and Outlook.
- Bilingualism (English/French) required.
To express your interest in the role please submit your application by following the link here before October 21, 2024: https://jobs.clc.ca/job-invite/2070/
Canada Lands Company CLC Limited is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Canada Lands Company is proud to provide employment accommodation during the recruitment, selection and/or assessment processes. Should you require an accommodation, please inform us as soon as possible and we will work with you to meet your accessibility needs.
Job Type: Full-time
Work Location: Hybrid remote in Toronto, ON M5J 2P1