Office Support Representative

Responsibilities

Scheduling/Calendaring:

• Make all necessary arrangements for meetings, including setting layout, managing catering deliveries, at routine meetings, as per Supervisor’s instructions.
• Schedule and maintain the shared calendar for all events, work, and vacation schedules.

Records/Document Management:

• Accessing and managing shredding schedules, special requests, and media storage such as Data tapes on Iron Mountain site.
• Perform records management and document control support functions such as scanning, sorting, filing, labeling, retrieval, etc. for various phases of document life cycle management.
• Assist with records retrieval and shipping.
• Maintain, and update database information, manuals floor plans and phone lists and other associated records. Generate reports as required and maintain files of all departmental documentation.
• Process, distribute and track documentation. Verify details and compile statistics, ensuring deadlines are met, following up, as necessary.
• Working with a variety of commercial software applications (including MS Office) to produce correspondence, reports, presentation material, standard forms, numerical data, and other documentation as required.

Clerical:

• Perform routine clerical tasks such as mail, courier, and reception, as required, arrange for and perform bulk printing of material, packaging, and handling, as necessary.
• Maintain stationery, office and kitchen supplies and publications ensuring sufficient inventory levels are maintained.
• Maintain task book and documentation related to all aspects of the job.
• Operate, and maintain a variety of office equipment such as printers, fax machines, postage machines, scanners, and low volume photocopiers. Carry out inspections, and making minor adjustments, including changing toner, print cartridges, paper supplies, etc. Carry out key operator duties, as necessary.
• Operate and maintain computer based high volume production and colour graphics reproduction equipment, such as plotter material, external printing vendors materials.
• Prepare and process material requests and forward for approval. Check delivery documents against original orders, following up on discrepancies by queries to others, including statement reconciliation.
• Assist with the onboarding of new employees: making arrangements for system access, badges, name plates, business cards request, pass card forms etc.

Other:

• Accountable for the health, safety and well-being of self and others, as per established procedures and standards.
• Perform other duties as required.

Qualifications and Experience

• Minimum qualifications: Grade 11 or by having the equivalent level of education.
• Strong working knowledge of MS Office (Outlook, Word, Excel, PowerPoint).
• Outstanding communication and interpersonal skills.
• Strong sense of urgency, ownership, and demonstrated ability to manage competing priorities and tight deadlines.
• Organized, resourceful and is an effective problem solver.
• A quick learner with ability to work independently.
• Committed and collaborative team player and flexible to daily demands.
• Outstanding attention to detail.
• Energetic, hard-working and self-motivated.
• Good customer service skills.
• Highly professional.