Coordinator, Information Technology

What you are looking for:

• A closely connected culture
• A total rewards package meant to enhance your work-life flexibility
• Fully utilizing your talent
• Professional growth and development via challenging projects and assignments
• Warm and fuzzy feelings knowing you have helped your community, your team, the business and social causes through the Rexall Care Network

This existing role reporting to Sr. Director of IT, the IT Coordinator is responsible for supporting and coordinating the daily operations of the IT Department. This role ensures the smooth functioning of administrative, operational, and logistical activities, including staff time and attendance tracking, purchasing and invoicing, vendor management, office supply management, catering arrangements, and other activities required to support the department's overall efficiency. The ideal candidate is highly organized, proactive, and able to manage multiple priorities in a fast-paced environment.

What you’ll be doing:

Manage Time & Attendance / Payroll

• Record and submit payroll in Time & Attendance system on a bi-weekly basis
• Send submission reminders to staff members
• Follow-up with missing/non-compliant submissions
• Obtain approval for overtime and on-call hours from management
• Adjust timesheets for all approved absences (vacation, sick, float, maternity, unpaid, etc.)

Manage Purchasing and Invoices

• Obtain senior-level approval for department purchases and invoices
• Track spend on corporate credit card to ensure monthly balance is paid
• Maintain record of purchase orders, invoices, and receipts; reconcile against monthly statements
• Investigate discrepancies between receipts and spend; escalate as needed
• Ensure invoices are associated with the correct cost centre or charge code
• Issue Purchase Orders in JDE

Vendor Management

• Setup new vendors in JDE by creating new accounts
• Update and maintain IT vendor/contractor database including contract terms, payments, invoicing and contract renewals
• Obtain & file fully-executed copy of contracts; signatures

Perform Day-To-Day Operations

• Maintain general stock of office supplies for IT staff
• Manage shared resources (projector, easel); maintain sign out and return sheets
• Coordinate new hire orientation and workstation setup
• Order business cards
• Ensure company assets are secured in appropriate cabinets
• Coordinate catering for meetings and training sessions
• Water and maintain plants in IT area
• Assist Facilities Department with “general” areas
• Support IT teams with coordination for annual audits (including PCI Compliance)
• Ensure mandatory iLearn training courses/annual refreshers for IT Dept are up to date/completed across teams
• Track and update Quarterly IT Enterprise Scorecard with support from all IT teams
• Provide Rexall leadership team with significant project status updates or highlights in BiWeekly Powerpoint Updates
• Support dept with tracking spend and transactions for larger scale Capital projects
• Organize quarterly Town Halls on behalf of SVP (approximately 50+/- attendees). Coordinate set up of room, seating; audio/visual with Facilities and IT; arrange for catering; clean room after meeting.
• Perform other duties as assigned to support Rexall Pharmacy Group Ltd.

Knowledge, skills and experience:

• 3-5 years experience in executive support and IT operations
• Exceptional organization skills; ability to track and manage a high volume of critical activities
• Maintains a high degree of discretion and confidentiality; ability to use diplomacy, discretion, and judgment in giving out information and referring callers
• Strong communication skills both written and verbal; Demonstrated ability to effectively communicate to all levels within the organization as well as vendors/suppliers
• Possesses confidence to take charge of issues, make critical decisions, and take necessary action
• Expert proficiency in Microsoft Office suite (Work, Excel, PowerPoint)
• Expert proficiency in Lotus Notes
• Knowledge of JDE financial system and UKG(Kronos) application
• Strong interpersonal skills; highly motivated and directed
• Flexible and adaptable with the ability to multitask
• Strong customer service orientation
• Experience working in a team-oriented, collaborative environment

At Rexall, we are better together. We serve our customers, partners, and patients best—we are our best—when everyone brings their true self to work. Our connected, inclusive culture celebrates our lived experiences, backgrounds, expertise, and self-expression to let us win as one team. Leveraging our differences distinguishes us and brings out our best performance.

Are you #ALLin?

Rexall Pharmacy Group is committed to providing an accessible environment for all of our customers, employees, and job applicants. Rexall Pharmacy Group will make available to any selected applicants’ accommodations and/or accessible formats should they require. Candidates are encouraged to discuss any accommodation they may need in order to allow for the most effective selection process.

Our hiring process uses AI-enabled tools to assist with the assessment of applications based on job-related criteria. All decisions are made by the hiring team.