Department: Human Resources

Reports to: Director, HR

Profile Summary:

This position is an integral part in ensuring that our office and plant operations run smoothly, while successfully playing a key role in supporting a wide range of HR initiatives and day-to-day operations.

Specific Accountabilities**:**

• Provide professional, courteous and timely support to visitors and customers
• Support general administrative requirements by preparing communications, welcoming visitors, directing calls, and keeping accurate and updated records.
• Answer main telephone line and direct calls. Provide support to both internal staff and visitors in a timely and courteous manner.
• Provide administrative support to the HR Function which may include coordinating service award cards, preparing documents for legal, posting information on communication boards and Mvix platform for all Club Coffee locations, tracking and administering pre-employment testing, executive expense reports, etc.
• Coordinate mail services including daily sorting and distribution of mail/courier deliveries as well as ensuring outgoing mail/couriers are processed.
• Input and maintain training matrix including ensuring documentation and back-up is in place for BRC compliance.
• Assist in arranging and conducting employee and general social events (holiday lunch, service awards, cakes, etc.).
• Coordinate delivery of flowers and gift baskets to staff, as required.
• Coordinate telephone services including installation, resetting of passwords and moving of telephone lines.
• Coordinate delivery of cheques for specific vendors.
• Administer meeting room services including room set-up, booking, order, set-up and clean-up of refreshments and meals.
• Administer and maintain company security pass and parking pass program.
• Administer and maintain lab coat program for employees and visitors.
• Order and maintain office supplies to ensure appropriate inventory levels are maintained.
• Create purchase orders through SAP
• Order business cards and stationery.
• Coordinate all office related vendors, including addressing maintenance issues and requesting scheduling of services, review and code invoices for payments.
• Create Visa letters as required
• Book hotels as required
• Schedule employee sessions and take meetings minutes
• Organize and leadEAC meetings and assist in taking minutes
• Maintain and track Attendance Management for employees
• ADP – Hourly profile updating
• Hourly coaching and development tracking
• Understand, apply and actively participate in maintaining product quality and food safety program practices including BRC, HACCP, QA / QC, GMP, Sanitation and good hygiene practices.
• Understand, apply and actively participate in maintaining the Health and Safety program.
• Other duties as assigned.

Ideal Qualifications:

• Post-secondary education in Office Administration with some experience in an administrative role
• Proficient in the Microsoft Office Suite including Word, Excel, PowerPoint and Outlook.
• Strong interpersonal and communications skills- Ability to interact with all levels of the organization as well as external customers and suppliers
• Strong organizational skills and attention to detail- Ability to multi-task and manage competing priorities while ensuring accuracy and quality of work
• Strong verbal and written communication skills
• Strong teamwork skills- Ability to work cooperatively with various departments and build strong partnerships across the organization. Tactful and positive, interacts with others in an open, friendly manner, encourages collaboration.
• Ability to take initiative- looks for ways to improve effectiveness or efficiency, make recommendations, offers help when needed, builds trust with colleagues and takes ownership of responsibilities
• Discretion, professionalism, and a commitment to confidentiality

Disclaimer

This position description is not intended, and should not be construed to be, an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. It is intended, however, to be an accurate reflection of those principal job elements essential for making decisions related to job performance, employee development and compensation. As such, the incumbent may perform other duties and responsibilities as required.