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SITE COORDINATOR

ADMINISTRATION SUPPORT & RECEPTION

ADMINISTRATION SUPPORT & RECEPTION

The Administration Support & Reception is a full-time position, reporting to the CAO. This roles’ primary responsibility it to provide Front Desk Receptionist duties and support the Office team by providing administrative support. They are also required to provide:

Administrative Support

  • Assist CFO COO HR requests and maintaining the master document writing and revision of documents.

  • Collect mail from the designated post-boxes and scan for online or personal delivery. Sort and redistribute incoming mail to appropriate staff or division.

  • Prepare outgoing mail from the Admin. office and coordinate site deliveries via appropriate delivery methods.

  • Assist with ordering office supplies, unpack supply orders and re-stock inventory in an organized manner.

  • Add Filing; Physical and electronic.

  • Assist with scanning, emailing, photocopying, document shredding and material disposal as required.

  • Responsible for drafting and scheduling announcements for corporate or recognition events internally and externally

  • Coordinate the booking and setting up of meeting rooms.

  • Provide support for internal teams as necessary. Communications support

  • Support the company by responding to phone inquiries and reviewing the general info mailbox and redirecting general or unspecified emails as required

  • Welcome and greeting clients, visitors and other professionals.

  • Inquiries, mail, packages and deliveries on behalf of the company and re-direct them accordingly

  • Provide instructions and support to internal office staff on the use of Telus Business Connect

  • Respond to external inquiries on our website or social media platforms and re-direct specific requests to respective departments as necessary.

  • Send birthday announcements to each employee and to all staff and site locations for individual and monthly celebrations Finance Support

  • Support the Finance/Admin team as required and specifically as requested by the CFO • Provide back-up support to Accounts Payable position when needed.

  • Assist in collecting employee receipts and expenses and organizing them in the correct employee files according to established internal procedures.

 

Marketing Support

  • Support the Human Resources and Marketing team as required as requested by the HR and CAO.

  • Prepare posters for social media ads, welcome binders and giveaways using Canva software.  

  • Assist with ordering and distributing Syber promotional materials as required.

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HR and Payroll Support

  • Support HR and recruitment initiatives, to revise and update hiring posters for sites, for social media posts, for recruitment sites and recruitment portals and advertisements including LinkedIn.

  • Reproduce and customize welcome binders for senior-level new hires and managers or for specific new hires as requested by HR.

  • Support and coordinate with IT service provider to ensure emails, and groups and staff/contact lists are up-to-date as per HR and/or CAO

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SKILLS AND EXPERIENCE:

  • Minimum high school diploma: post-secondary diploma in a relevant field administration, business is preferred.

  • Minimum two (2) years of administrative experience

  • Proficient in the use of MS Office including Excel, Word, Outlook, SharePoint, One Drive.

  • Knowledge in Procore would be considered an asset.

  • Familiar with data entry, ordering office supplies, booking couriers, using multiple phone line systems and various other office equipment including copiers, scanners, laminators, etc.

  • Ability to maintain confidentiality, professionalism and integrity with company or sensitive information.

  • Effective organizational skills and ability to prioritize tasks and be flexible to manage numerous tasks throughout the day

  • Effective verbal and written communication skills

  • Ability to communicate ideas clearly and concisely

  • Keen attention to detail, efficient and accurate

  • Ability to work independently and collaboratively in a team

  • Positive. friendly and helpful and has a client-service mindset

  • Takes initiative, takes direction

  • Flexible and open to taking up responsibilities outside of the scope of work

BENEFITS:

  • We offer competitive compensation and a comprehensive benefits plan which includes Health and Dental benefits, Extended health, vision care and Life and Disability insurance. RRSP company matching program.

APPLICANT REQUIREMENTS:

Please submit your resume online to our careers email. We thank all applicants for their interest, however only those selected for an interview will be contacted further. ** Please know that our head office in Langley does not have public transportation **

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