Office Coordinator Jobs

Corporate Event Centre at CHSI is a unique meeting place for applied learning. Located in Mississauga, Ontario, we provide unparalleled service to clients in the market for meeting, training, conference, and event space. Our facility is able to accommodate a wide range of groups from 8 to 288. Close proximity to airports, highways, and hotels makes us the perfect choice for events.

ROLE:

Reporting to the General Manager, the Office Coordinator is responsible fora variety of day-to-day office and provides administrative support to staff and clients to ensure CHSI booked events and support activities are carried out efficiently and guests enjoy a positive experience.

KEY RESPONSIBILITIES:

·Perform room set-ups as required

·Provide audio visual technical assistance as required

·Inspect all training rooms and meeting rooms occupied to ensure clients have left them in the configuration specified for the next day’s client, clean, tidy and presentable

·Provide onsite support for catering and provide sales support as required

·Perform customer service and administrative duties for CHSI, as applicable

·Occasionally dispose of any residual garbage

·Resolve any door access problems that clients may experience and advise CHSI accordingly

·Respond promptly and appropriately to security and emergency events (Fire alarms, personal alarms, medical events, etc.), should they occur

·Advise and receive instruction from the General Manager or promptly upon occurrences.Complete an Incident Report following occurrence

·Provide mail room back up for vacation coverage

·Upon activation of a fire alarm, execute fire alarm evacuation procedures ensuring that all parties have exited the building and contact the General Manager immediately

·Attend all necessary on-job training and Health and Safety Training as required and requested by CHSI

1.Administrative and Financial Management:

·Contributes to the development and improvement of team processes

·Coordinating incoming and outgoing mail packages and deliveries

·Coordinating the purchase and maintenance of office equipment and supplies

·Maintaining office records, including records of all office expenses and employee files

·Preparing correspondence and presentations using MS office

·Organizing meetings and recording minutes involving multiple level of staff and management

·Supports Accounting each month in collections by reviewing A/R aging detail report and contacts clients directly for payment.

·Prepares routine correspondence, reports and presentations, maintains files and databases, ensures timely data entry and retrieval of required information.

·Administrative tasks involving billing, tenant services.

·Categorize and distribute accounts payables in while working closely with accounting.

·Audit support

2.Guest Services Management:

·Act as first point of contact and central liaison for guests and clients, ensuring guests are greeted upon arrival in order to create a favorable first impression, ensure all needs are coordinated and concerns and complaints are responded to in a timely manner.

·Ensures all sign in and contact tracing procedures are met.

·Use effective listening and probing techniques to accurately capture, log, dispatch and prioritize each request using available software tools.

·Distribute and record usage of temporary audio-visual equipment etc.

·Assists clients to ensure the smooth operation of training/meeting activities, identifying and addressing client concerns, troubleshooting routine issues and referring issues as appropriate.

·Works closely with colleagues to exchange information, ensure service delivery issues are identified and resolved to support efficient delivery of services to clients and visitors.

·Supports tenant relations & facilities, assisting clients with room temperature adjustments (HVAC) as needed.

·Receive and screen all incoming calls, respond to routine inquiries and forward accordingly to relevant internal representatives.

·Focal point for emergency protocol, first aid and/or fire alarm/building evacuation.

·Completes key fob access requests.

3.Marketing & Business Development Relationship:

·Develops and maintains a professional business relationship with valued clients and tenants to obtain service quality feedback, effectively resolve issues, encourage ongoing partnerships and repeat business.

·Deals directly with potential contacts for future event planning and promotes Corporate Event Centre to maximize room rental opportunities by upselling products and services.

·Develops working relationships with colleagues, peers, and staff members to share information, provide input and expertise, and collaborate on projects and initiatives.

·Supports business development initiatives.

·Supports marketing with Corporate Event Centre Newsletter and other related duties as assigned.

·Supports social marketing for the benefit of CHSI as directed.

SKILLS AND EXPERIENCE

·Minimum 2-4 years Guest/Customer Services and or Administrative experience

·Flexibility to work evenings and weekends

·Strong customer service and relationship building skills

·Ability to work with people from varied disciplines

·Ability to complete assignments and responsibilities in a timely manner

·Good verbal and written communication skills

·Strong attention to detail

·First Aid Certification considered an asset