What can you expect in this role?
- Office operation
- Responsible for the smooth operation of Definity’s Mississauga office.
- Check for inbound physical mail; ensure the timely distribution of mail to appropriate employees/departments
- Receive inbound courier shipments; ensure timely distribution of packages to appropriate employees/departments
- Arrange outbound courier shipments; track shipments when required
- Basic administrative support (printing, copier, etc.) for employees
- Order office and coffee supplies; ensure supplies are regularly re-stocked
- Reception, access control, security
- First point of contact for clients, visiting employees, contractors, etc.
- Owner of employee and visitor access management at this location – ensure that access to the office is aligned to Definity’s visitor management and access control policies. For example, issuing guest day passes for visiting employees.
- Assist visitors with checking-in
- Manage building and parking additions, communicate changes with Corporate Services
- Meeting support
- Work with Executive Assistants to creatively resolve meeting room constraints/conflicts
- Occasionally book external meeting rooms (for example at a local hotel) when office meeting facilities cannot meet needs
- Facilities and landlord relations
- Main on-site liaison with building management for day-to-day building operational items
- Disseminate building information and notices as provided by building management; ensure that Definity employees are aware of building policies and procedures.
- Main on-site liaison with Corporate Services Facilities team for office items requiring Head Office support, lease-related items, escalated landlord or employee concerns, etc.
- Assist Corporate Services Facilities and PMO teams with office projects, renovations, or updates
- Ensure that office safety and function walk throughs and check lists are completed regularly and on-time; issues escalated to Corporate Services for resolution
- May be called upon to assist with response coordination during any emergency situations which may arise
What do you bring to the role?
- Minimum 2 years of office experience
- Excellent computer skills and proficient in MS Outlook
- Excellent Organizational skills
- Able to multitask and work effectively in a fast-paced environment
- Professional, friendly, and courteous in all interactions with internal staff and/or external visitors
- High level of comfort dealing with senior level staff
- Able to perform well in a busy operation and remain calm under pressure
- Team player adaptable to a changing environment
- Strong written and verbal communication skills
- College or University Degree is an asset
- Experience in customer service is an asset
Posting Range: $40,200 - $69,400
