Office Services Coordinator

QuadReal Property Group•Toronto, ON

4d•Onsite

About The Position

Reporting into the Regional Office Manager, East, the Office Services Coordinator role provides a wide range of administrative duties to support QuadReal Property Group offices. This role is well-suited to someone who is highly service-oriented, resourceful, innovative, and a positive team player with exceptional organization skills.

Requirements

Two years’ related administrative experience.
Excellent oral and written communication skills.
Ability to work independently and as part of a team; ability develop/sustain cooperative working relationships with clients, tenants and internal staff.
Ability to allocate time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands, competing priorities and adapt to new ideas and constant changes.
Knowledge of Microsoft Word, Power Point and Excel; advanced proficiency in spelling, punctuation, and grammar.

Responsibilities

Act as the brand ambassador of QuadReal, promoting values and service excellence in all activities and duties, as the first point of contact for all guests, visitors and employees.
Develop and sustain effective Office Services procedures while fostering positive working relations.
Handle customer & tenant complaints and inquiries while following company guidelines, procedures, and policies.
Ensure information is forwarded to the applicable Manager/s for any required follow-up.
Assist with maintaining appearance of the boardroom(s), kitchen(s) and common areas.
Manage setup of corporate training sessions, Board meetings, and events, including catering, room reservation, printing, and acting as the main point of contact.
Work with Property Management to provide pass cards, elevator bookings, work permits, and various access as needed.
Reception coverage during lunch, break periods, sick and vacation days.
Oversee the ordering of all office supplies.
Ensure that all office equipment is in proper working order, arrange immediate repair/servicing of any malfunctioning equipment.
Ensure all meeting rooms are properly equipped with stationery and up-to-date resources/information (telephone lists and IT guides) and that the rooms are kept in a tidy and professional condition.
Lead all health and safety activities including training, checklists, and maintaining health and safety standards.
Ensure all Invoices are processed in a timely accurate manor using Yardi platform.
Assist in creating, updating, reporting, and maintaining floor plans and seating arrangements for the office.
Participate and contribute to regular Office Services all hands meetings.
Be an effective resource and flexible in adjusting to changing work priorities.
Assist in organizing and executing inclusive office socials and events.
Other administrative responsibilities as required.