Office Services Coordinator & HR Assistant

Short Summary

Reporting to the Director, Human Resources with a dotted line to the Chief Human Resources Officer (CHRO), the Office Services Coordinator and HR Executive Assistant provides executive and administrative support, and assists in the daily operation of the Toronto Office, as well as the Human Resources department.

The Office Services Coordinator and HR Executive Assistant serves as Receptionist and key contact for Property Management and Security representatives and is the main point of contact for the CHRO’s office.

Job Description

OFFICE ADMINISTRATION

• Greets all visitors and clients, notifies of arrival, providing appropriate level of hospitality, i.e., refreshments, wifi password, etc.
• Answers all incoming calls, providing general information to callers, transferring to the appropriate parties or relaying messages, as required.
• Performs liaison function with property management of premises and acts as a conduit for all building tenant notifications.
• Acts as liaison for building security and Human Resources to ensure appropriate access at all times for employees, contractors and visitors.
• Organizes meetings; sets up boardroom for meetings (i.e. food, equipment, etc.).

HUMAN RESOURCES ADMINISTRATIVE SUPPORT

• Tracks, processes and submits annual fitness and office equipment reimbursements for all eligible employees. In conjunction with Payroll Services, conducts quarterly audits on fitness reimbursements.
• In collaboration with HR Associate coordinates the annual service award presentation.
• Assists the development and administration CLC’s wellness program, including wellness training sessions, wellness events and lunch and learns’, as required.

Liaises with third party companies pertaining to wellness services (Employee and Family Assistance Program EFAP , and other employee wellness events, i.

e. CN Tower Stair Climb, Big Bike Ride, Wellness Wednesday).

• Member of the Joint Health and Safety Committee at 1 University Ave.
• Special HR projects, as assigned.

EXECUTIVE ASSISTANT SUPPORT

Maintains and provides administrative support for the CHRO including making travel arrangements, preparing expenses, payment vouchers, ordering and maintenance of stationery supplies or equipment.

Qualifications

• Preference for some post-secondary education.
• One to three years of experience in business administration, human resources or office administration required.
• Proficiency with the use of standard office software, including Microsoft Word, Excel, Powerpoint and Outlook.
• Bilingualism (English / French) required.

Working Conditions

Able to work under pressure to meet tight deadlines, conflicting demands, frequent interruptions, and heavy work loads.Working in an office environment.

Light to infrequently moderate physical effort; Requires handling of light and moderate weight objects including office equipment and other office supplies.