Office Coordinator at Burgiss

About the Role 

The office coordinator is responsible for general office, facilities and clerical duties to keep the office running optimally. This position typically is the first point of contact for the office. Duties will involve covering reception, answering incoming calls, purchasing supplies, inventory control, supervising cleaning staff, occupational health and safety, scheduling meetings, coordination of office seating and facilities management.

The successful office coordinator is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

Scope and Key Responsibilities 

• Greeting visitors to the office, ensuring guests are comfortable and are connected with the right office personnel
• Managing schedules for seating, parking, conference rooms and community spaces
• Monitoring and ordering inventory for office and break room supplies
• Managing incoming and outgoing correspondence, including calls, emails, mail and packages
• Filing and organizing records, invoices and other important documentation
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
• Ordering repairs for office equipment and maintenance, connecting with and escorting vendors
• Office access control, COVID screening and register management
• Coordinating domestic and international travel and accommodation, including flight, hotel, and car rental reservations.
• Partner with HR to maintain office policies as necessary
• Support HR with office engagement, wellbeing and community activities
• Participate actively in the planning and execution of company events
• Assist the HR function with administrative duties (reference checks, filing, expense claims, office notifications)
• Support internal office communication (birthdays, anniversary, special events, and office notifications)
• Type correspondence, meeting notes, and forms among other documents
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Ensure health and safety compliance of the office
• Performs additional duties when required

Qualifications and Requirements 

• College or University degree or 2-3+ years’ experience in related field
• Experience working in a professional office environment
• Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint
• Strong written and verbal communication skills
• Excellent organizational and time management skills
• Great customer service and interpersonal skills
• Friendly, service-oriented personality
• Keen attention to detail
• Problem-solving and basic troubleshooting skills
• Comfortable in a fast-paced and ambiguous environment