2023 - Senior Office Services Assistant - Toronto

Primary Functions & Responsibilities: Conducts office services activities in a cost-effective, responsive and professional manner.Seeks ways to improve daily operations as it pertains to assigned responsibilities to assist Kearney in reaching organizational goals and objectives.Ensures mailroom and associated activities functions efficiently.
q Office Services Responsibilities

• Maintains, administers and monitors copier equipment, includes maintenance and support.
• Processes office mail/couriers; including sorting, delivery and managing incoming and outgoing steams.Produces waybills, courier slips, etc, for all packages and prepares outbound/inbound shipments.Receives deliveries/couriers, and tracks packages.Monitors and reconciles invoices.Includes the production of customs documents for export shipments. Includes the reconciliation of invoices. Occasional courier trips as time allows
• Coordinates engraved stationery program (includes the firm’s business cards and corporate stock)
• Maintains all conference and team rooms in an acceptable manner at all times.Includes coordination and set up for meetings.
• Administers all kitchen functions (keeps kitchens well stocked and always clean).Includes the maintenance and administration of kitchen appliances.
• Provides event planning coordination and execution for office events, which includes but not limited to managing event operations (preparing venue, invitations, etc).
• Provides daily reception duties

q Office Administrative Duties & Maintenance

• Must be able to lift boxes up to 50 lbs and move heavy office equipment and furniture
• Administers the office’s security access system in conjunction with the landlord.
• Receives and places all catering requests for the office (includes but not limited to team meetings, ad hoc meetings, etc).
• Maintains and provides support for all office equipment (includes but not limited to copiers, telecom equipment, etc.).Arranges for scheduling repairs and regular service as needed.
• Provides production-type support to the office (includes but not limited to printing, copying, scanning of documents, etc).

q General Office Responsibilities

• Open office daily by 8 a.m.
• Ensure all security doors are operational
• Upkeep of vacant offices, team rooms, conference rooms and breakrooms.
• Assists with intraoffice relocations and office cleanups.

Secondary Functions & Responsibilities
q Facilities Maintenance

• Administers all aspects of building operations in conjunction with the Office Manager.Includes liaising with the Landlord in reporting maintenance and repairs.
• Performs role as a “floor warden” in the event of an emergency evacuation.

q Technical function.Performs basic technical functions for the office which includes but not limited to tracking assets, and ordering equipment.
The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by an incumbent of this position.Employees may be requested from time to time to perform job-related tasks other than those specifically presented in this description.
Experience / Skills / Abilities

• Work well under pressure; detail-oriented; ability to multi-task and exercise good judgment.
• Ability to multi-task and having a customer service focus are the most essential qualifications for this role.
• Strong interest to learn and develop in the IT field.
• Ability to be self-motivated, service-oriented and a team player.Displays a positive “can-do” attitude.
• Flexibility and attention to detail
• Excellent communication skills
• Proficiency in Windows 10, Windows 11, and the MS O365 suite including OneDrive and Teams.
• Accurate typing skills.

Essential Qualifications:

• Three years experience in an office services environment.
• Event planning experience.
• Must be able to lift boxes up to 50 lbs and move heavy office equipment and furniture.

Additional / Preferred Qualifications

• Experience working with vendors, such as Canon.
• Experience working in a professional services firm or similar environment preferred.
• Interest in IT beneficial

Supervisory Responsibilities
None
Formal / Informal Reporting Relationships
Position reports administratively directly to Office Manager.
Required Travel
None
Language Requirements
English