Job Posting: Office Coordinator

Position Information

Position Title: Office Coordinator

Location: Halifax, Nova Scotia

Job Summary:

We are seeking an experienced Office Coordinator to join our team. This role has overall accountability at our front of office for supporting management and staff with administrative tasks as well as for promoting our employer brand through social media campaigns, employee onboarding and engagement activities.

This position offers competitive compensation and benefits package. this role is a great opportunity for either a seasoned professional or a new grad starting their career .If you are a dynamic individual with a passion for employee engagement and administration, we encourage you to apply.

Required Education and Experience

Education:

  • Diploma in office administration, marketing/social media, HR or equivalent work experience.

Experience:

  • Minimum of 2 years experience in a similar work environment.
  • Solid computer literacy, including documentation, information tracking skills, and Microsoft Office and cloud-based software.

Job Duties

This role will be split up into two main categories: office administration and employee engagement broken out in more detail below. 

Office Administration:

  • Be the first point of contact for guests entering the office.
  • Manage meeting rooms, the outlook calendar and the general inbox.
  • General administrative support for various departments including; creating documents and reports, maintaining data trackers, calendar management, ordering supplies, coordinating couriers, printing large document packages, booking travel, ordering lunch or organizing catering.
  • Act as first point of contact for IT support requests, assist existing and new employees with resolving technical issues.
  • Provide support to Safety team including; ordering PPE, signage, materials, orientation stickers and scheduling safety training.

Employee Engagement:

  • Assist HR with marketing and social media campaigns including, photography at events and attending to project sites to gather and create content, preparing draft posts including the copy and coordinating with Shannex marketing team for posting across all channels.
  • Manage social media accounts and create a long term content calendar that is followed.
  • Assist HR with employee recruitment and onboarding as well as ongoing engagement and development initiatives, including reference checks, organizing interviews, first day onboarding.
  • Gather info for Marketing and Sales from our Design team as needed. Maintain master FAQ for common requests for information.
  • Lead social committee and event planning, including assessing what types of social events would be most well-received by our employees, coordinating with Shannex team for wider-company events, participating in events and ensuring logistics are well-executed.

Job Capabilities/Performance Standards

  • Minimum of 2 years experience in a similar work environment.
  • Possesses a positive and welcoming demeanor when interacting with new employees, visitors, and delivery or maintenance personnel attending to the office.
  • Experience in an office setting.
  • Can manage multiple tasks and competing priorities. Handles pressure well.
  • Solid computer literacy, documentation, and information tracking skills.
  • Possesses a positive and welcoming demeanor when interacting with new employees, visitors, and delivery or maintenance personnel attending to the office.
  • Demonstrates conflict resolution skills with a focus on finding resolutions to issues or problems.
  • Shows curiosity and interest in learning new ways of performing tasks or in systemizing work to allow for greater administrative efficiencies.
  • Proficient with all Microsoft Suite applications.
  • Must possess a valid driver’s license and access to a vehicle.
  • Ability to create graphic content is an asset.
  • Experience working with construction companies’ prior is an asset.
  • CSA approved safety boots.
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