Office Services Specialist

CIRO / OCRI • Calgary, AB

7d • CA$46,000 - CA$51,000 • Hybrid

About The Position

This position is a member of a local and national team of Office Services Specialists fulfilling varied responsibilities in support of the overall daily operations. In addition, this position supports and assists the Manager, Office Services.

Requirements

• Four years experience in an administrative or receptionist role in an Office Services capacity, or a combination of relevant education and experience.
• Knowledge of office equipment operations, facilities procedures, and ability to problem solve and troubleshoot issues at hand.
• Knowledge of physical security processes and procedures.
• Experience in a customer service environment.

Nice To Haves

• Proficiency in MS SharePoint, Word, Excel and Outlook.
• Excellent organizational and critical thinking skills.
• Strong time management skills, including the ability to effectively prioritize and work on multiple tasks/projects at the same time.
• Effective communication skills, both oral and written.
• Exceptional people skills and customer service skills.
• Ability to lift up to 50 lbs.

Responsibilities

• Provides courteous and professional handling of all incoming calls and guests attending the office, including assisting callers with navigation of the CIRO website.
• Customer service by providing consistent high-level support.
• Facilities support by ensuring all areas are stocked and maintained in a professional manner to support a good employee experience.
• Hotelling – comprehensive understanding of the hotelling application to ensure booking protocols are adhered to, troubleshooting, and reporting.
• Mail/Couriers – including deliveries and distribution.
• Maintaining various office equipment.
• Fulfilling requests for meeting room setups and/or catering.
• Contribute by serving as a first responder and fire warden.
• Update the Health & Safety boards as requested.
• Become confident with the emergency evacuation procedures and provide assistance as required in evacuating staff/guests from premises.
• Take ownership of the issue at hand.
• Consider all possible solutions when problem solving and apply the most appropriate one, escalating as needed.
• Follow procedures and check lists to ensure all appropriate steps are taken in a timely manner.
• Arrange for off-site storage and retrieval of files.
• Maintain the inventory list of off-site storage records.
• Arrange for document destruction when requested.
• Perform annual audit to confirm accuracy of off-site storage and destruction records.
• Apply security procedures to all visitors.
• Be aware of any suspicious behaviour in/around reception and lobby.
• Become familiar with the Symmetry Access Control software system and responsible for access cards (issuance & deletion).
• Compare costs of office supplies.
• Place and follow up on orders, including special requests.
• Maintain adequate inventory levels within the office.
• Needs to work as an integral member of the national team, communicating effectively and efficiently.

Benefits

• Competitive base salary in alignment with market
• Performance based bonus
• Employer paid Health Benefits and Spending Account that offer flexibility to meet your individual or family needs as of day one
• Defined Contribution Pension Plan with company matching that starts on your first day of employment
• Paid flex days and sick days
• Vacation days
• Maternity Leave Of Absence/Paternity Leave Of Absence top up
• Paid continuous learning and continuing development including designations

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed