Office & Operations Coordinator (Temporary Position)

GeologicAI • Full-time • Toronto, ON, CA • 1w ago

Job Title: Office & Operations Administrator (Temporary Position)

Work Location: 35 McCaul St. Suite 200, Toronto, ON M5T 1V7

Position Overview: The Office & Operations Administrator will provide comprehensive

administrative support to ensure the seamless execution of the team’s business plans in a fast-paced, multi-tasking, international environment. This role demands excellent communication skills, high organization, meticulous attention to detail, and a passion for client service of both internal teams and outside customers. This position requires prior office and business administration experience, familiarity with the mining industry, and proficiency in the company’s specialized software systems so that you can hit the ground running.

Key Responsibilities:

Lunch Coordination: Manage weekly lunch orders for staff, ensuring timely delivery and adherence to the company budget. Coordinate with vendors to accommodate dietary preferences and restrictions, ensuring a positive experience for all employees. Track and report lunch expenses as part of office budget management.
Shipment and Mail Handling: Receive, sort, and distribute incoming shipments and mail to the appropriate departments or individuals promptly. Prepare outgoing mail and shipments, ensuring proper labeling, packaging, and scheduling with courier services when required. Maintain a log of shipments and mail to ensure accurate tracking and delivery.
Inventory and Equipment Management: Organize, store, and maintain company computers and equipment, ensuring they are in good condition and ready for deployment to staff. Track inventory levels and coordinate equipment repairs, replacements, or purchases as needed. Assist with the setup and distribution of equipment for new hires or returning employees.
Corporate Travel Coordination: Coordination of extensive employee travel between the company’s international offices and mine sites operating rotating shifts in remote locations across the globe. Work with corporate travel partners to receive and process travel requests for both office and remote site travel. Reconcile travel and accommodation statements and invoices against project activities.
General Administrative Support: Ensure the office operates efficiently and team members have necessary supplies, services, desks, computers, etc. Manage office service and building requirements, including utilities, maintenance, and contractor coordination. Oversee office equipment floor planning, including managing warranties and returns. Assist in coordinating meetings, maintaining shared office calendars, and booking spaces as needed. Conduct periodic social event coordination to foster team cohesion and assist with trade show activities.
Accounts payable and financial support: Review and manage accounts payable related to office services and provide support for general corporate accounts payable utilizing Xero accounting software. Manage, spend, track, approve and reconcile expenses utilizing Floatcard corporate spend management software platform.

Miscellaneous administrative tasks: Order company merchandise and coordinate inventory and distribution to employees and customers. Provide additional administrative support as required to ensure smooth office operations. Oversee front desk operations, coordinate office lunches, and plan company events to ensure smooth and efficient office functioning

Qualifications

Education:

Degree in Bachelor of Arts or Business or similar from an accredited post-secondary institution is required.

Preferred Experience:

Experience in administrative support, customer service, or a related field.
Experience in bookkeeping, accounting, or finance and accounts payable activities.
Experience with international shipping and including to remote mine site locations.

Skills:

Language of work: English
Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Exceptional organizational skills with the ability to multitask and prioritize effectively.
Keen attention to detail and a high level of accuracy in work.
Strong customer service orientation and a passion for client satisfaction.
Knowledge of the mining and technology industries is preferred.

Location: