Location: Mississauga, ON
Job Type: Full-time, permanent
Experience: 4-5 years
Summary/Objective:
At B2, we offer an extensive suite of products and services that enable us to lead our customers into the next generation of smart and secure payment solutions. Using our extensive experience in the industry, we help build and test new payments technology safely and confidently. We are actively seeking a talented and experienced Office Coordinator to organize and coordinate administration duties and office procedures.
The expectation for this role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, efficiency, and communication. Duties and responsibilities of this role include providing professional administrative support to the executive and leadership team as well as various departments, making office supplies arrangements, scheduling meetings and appointments, and generally helping us to stay organized. Previous experience as an Office Administrator is an advantage.
A successful Office Coordinator should also have experience with a variety of office software (email tools, spreadsheets, and databases) and be able to accurately handle administrative duties. Ultimately, the Office Coordinator should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.
Responsibilities:
- Serve as the point person for:
- Maintenance
- Mailing
- Office and Kitchen Supplies
- Equipment
- Bills
- Shopping
- Schedule meetings and appointments
- Maintain the office condition and arrange necessary repairs
- Organize office operations and procedures
- Ensure that all items are invoiced and paid on time
- Manage contract and price negotiations with office vendors, service providers and office lease
- Address employee queries regarding office management issues (e.g. stationery, hardware and travel arrangements)
- Liaise with facility management vendors, including cleaning, catering and security services
- Provide general support to visitors
- Assist with building of meeting agendas and take meeting notes as required
- Assist with office documentation and filing
- Partner with HR to update and maintain office policies as necessary
- Assist HR in the onboarding process for new hires and off-boarding of departing employees
- Assist social committee with planning in-house and off-site activities, such as, conference, meeting, celebrations
- Support logistics department during busy periods and act as back up during absences/vacations (organize and schedule shipments, assist with card printing, printing and assembly of training binders, assist with prepping the card cases when received from supplier, assist with assembly of printed test card sets into cases)
- Support accounting department (client invoicing, respond to client inquiries, data entry, act as back up during absences, etc.)
Requirements and Skills:
- Experience as Administrative Assistant
- Knowledge of Office Administrator responsibilities, systems and procedures
- Proficiency in MS Office (MS Excel and MS Outlook, in particular)
- Experience with accounting processes is an asset
- Hands on experience with office machines
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving-skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- A creative mind with an ability to suggest improvements
If you feel you have the qualifications for this position, or know someone who does, please send your resumé to careers@b2ps.com.
