Office Coordinator

Position Overview Reporting to the General Manager / Operations Manager, the Office Coordinator will support the office through general administrative tasks. The position follows workflow procedures to ensure maximum efficiency. The ideal candidate is a highly organized individual who can manage multiple projects at once in the absence of day-to-day guidance. Dependent on branch size and location, the Office Coordinator position can possibly hold PMA and HR duties, always ensuring  Belfor policies and procedures are being followed. Job Duties

• Performs varied support services requiring proficiency in general office and organizations skills and knowledge of department operations
• Maintain Files and records with effective filing systems
• Support other departments with various administrative tasks
• Performs and supports PMA, billing, AR and / or AP functions
• Prepare documentation and conduct weekly / monthly reporting
• Assist with and support claim assignment
• Assist with reception relief as needed
• Support management by contributing to Office operations and productivity, ensuring workflow procedures are followed
• Assist with the scheduling of work assignments and setting priorities with deadlines
• Deal with Customer complaints or issues
• Assist with recruitment process as required (posting jobs, reviewing candidates, identify suitable candidates, book interviews, and process and complete new hire packages)
• Assist with employee relations, handle employee complaints and incidents, including conflict resolution, accidents, health and safety concerns, work refusals, and investigations
• Assist and support payroll and time and attendance
• Assist with the administration of disciplinary action in accordance with established procedures
• Ensure that employees comply with company policies, procedures, and ethical standards
• Will practice good housekeeping at all times to ensure a safe and non-cluttered worksite
• Provide excellent customer service
• Work under time constraints to meet specific timelines
• Ensure attention to detail and keen sense of safeguarding other people’s property and information
• Participates in and demonstrates an understanding of safety principles and practices; follows all safety policies and procedures to support a safe working environment, including safe operation of machines and equipment
• Comply with all Belfor policies and procedures, as well as legislative requirements
• Proactively communicate job site conditions and concerns that may or are affecting completion of the job to the appropriate person
• This role could be required to act as a “lead” periodically as designated by their manager
• Attend all Belfor sponsored training courses Qualifications
• Business / administration / management courses / certification an asset
• 1+ year experience in related field
• Construction / Restoration / Insurance / Project Management experience an asset
• Experience with Xactimate, Xactanalysis, JD Edwards and DocuSphere an asset
• Manage sensitive information appropriately and maintain confidentiality
• Experience using office equipment (telephone, copiers, scanners, fax, printers, etc.)
• Strong aptitude to work within deadlines, and ability to multitask on a daily basis in a fast paced environment
• Highly organized with a keen eye for details
• Comprehensive understanding of customer service, principles and practices
• Eligible to operate a motor vehicle per Belfor ’s vehicle policy
• Ability to work within a team or independently as needed
• Strong written and verbal communication skills
• Advanced computer and / or tablet / iPad experience with Microsoft Office programs such as Excel, Word and Google Suite
• Willing to work evenings, on call and weekends when requested
• Periodic travel may be required
• Criminal Record Check Physical Demands
• Frequent lifting from 5-40 lbs, unassisted (from 35-65% of the time)
• Occasional lifting from 41 lbs +, assisted (up to 50% of the time)
• Access and mobility in tight spaces
• Sustained periods of standing, sitting, walking, bending, and kneeling