Office Coordinator

Job Details

Description

Office Coordinator

Scope – Dedicated support for New York Office

Compensation - $60,000 - $70,000 10% bonus

Reports to - Facilities Lead

We are looking for a dynamic Office Coordinator to help manage our office of 300 employees. This role primarily involves overseeing the front reception desk, coordinating office events and meetings with employees and managers, and assisting the Facilities Lead with daily office operations.

Key Responsibilities Including But Not Limited To

Administrative Support

• Ensure the office is open and ready for business each morning (M-F, 8am) and securely close and lock at the end of each business day (M-F, 5pm).
• Facilitate telephone services, and mail distribution to various departments.
• Prepare and ship weekly FedEx package to Gatineau office.
• Add office guests to security to ensure a smooth visitor experience.
• Offer onsite support for all guests visiting our space.
• Offer onsite support to employees from Brookfield Renewable and its portfolio companies.
• Manage conference room calendars and assist with scheduling.
• Partner with all Executive Assistants for any onsite meetings.
• Assist with facilitating department-led lunch & learns.
  
  
  

Office Operations

• Manage office supplies & handle weekly office inventory management.
• Assist in the preparation of regularly scheduled reports (Concur).
• Assist with vendor relationship management and coordinate with vendors and building services for maintenance, service repairs, and cleaning requests.
• Track & Obtain Certification of Insurance and ensure all vendors are consistent with building requirements.
• Manage FedEx & USPS accounts and complete any department shipping requests.
• Maintain office cleanliness & collaborate with ABM Day Patron to ensure a high-functioning facility.
• Act as Deputy Floor Warden and help manage safety & security of the New York office.
• Handle confidential and business critical information.
• Support HR processes such as recruiting onboarding and offboarding.
• Coordinate and co-execute internal and external office events.
• Complete special projects and requests as assigned by Manager & Executive Team.
  
  
  

Qualifications

• High School Diploma or Bachelor’s degree (BBA, BA or equivalent).
• Proficiency in MS Office (Excel, Word, and PowerPoint, in particular).
• 2-4 years of experience in office coordination.
• Excellent interpersonal skills and ability and willingness to take initiative.
• Ability to multitask and prioritize effectively in a fast-paced office environment.
• Detail-oriented with excellent time management and prioritization skills.
• Must be dependable, hold confidentiality and possess discretion.
• Good understanding of daily administrative procedures and finances in an office. environment (documents, invoices, expenses, credit cards, and reports, etc.).
• Ability to work proactively and independently.
• Excellent professional command of English, both written and verbal.