Office Coordinator, Corporate Services (18 Month Contract)
About the role
About Four Seasons Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.
At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.
About the location: Four Seasons Hotels and Resorts is a global, luxury hotel management company. We manage over 120 hotels and resorts and 50 private residences in 47 countries around the world and growing. Central to Four Seasons employee experience and social impact programming is the company’s commitment to supporting cancer research, and the advancement of diversity, inclusion, equality and belonging at Four Seasons corporate offices and properties worldwide. At Four Seasons, we are powered by people and our culture enables everything we do.
Office Coordinator, Corporate Services (18 Month Contract) Reporting to the Manager of Corporate Services, this exciting opportunity provides support on the day-to-day operations and employees based at the 20 York Mills Toronto Corporate Office.
What You’ll Be Doing General Office Administration
- Provide daily support to an office of corporate employees.
- Support staff with daily onsite visitors such as outside vendors and visiting employees with security access, parking information, meeting room preparation, F&B and catering etc.
- Organize office events ie) service awards and town hall events support, wellness day and other employee acknowledgment, etc.
- Perform new hire orientation for all new hires based out of the 20 York Mills corporate office.
- Escalate to Manager of Corporate Services should any major issues of concern arise with office operation.
Facilities
- Schedule and coordinate maintenance requests with building management and outside vendors (office furniture repairs, climate control, burnt out light bulbs etc.)
- Conduct daily inspection of office at the start of each business day to ensure minimal disruption for employees.
- Coordinate and supervise service vendors related to general office operations – pantry items, office plants, moving services, rental furniture, desk keys etc.
- Assign and coordinate workspace set-up for new hire employee and office moves. (Physical desk)
Invoicing, Purchasing and Accounts
- Process all invoices and expense reports related to the office operations at 20 York Mills and ensure all charges are allocated correctly.
- Order and stock general facilities supplies on a monthly and ad-hoc basis including pantry items, coffee, etc.
Security
- Creation of security badges for new employees.
- Coordination of parking accounts for employees.
- Coordination of security equipment maintenance.
- Assist with after office hours security and/or facilities inquiries. Will be on call 24/7.
IT Support (Liaise with Corporate IT)
- Liaise with the IT department to coordinate the logistics of IT equipment for Onboarding/Offboarding (Computer/Monitor/Peripherals).
- Liaise with Corporate IT for troubleshooting when required.
- Maintain contact address book for the MFP Printer/Scanner.
- Maintain accurate employee list for the office.
Project Management
- Assist in Corporate Services projects as required.
Health and Safety
- Inspect all on-site health and safety supplies and equipment to ensure it meets local requirements.
- Lead local joint health and safety committee and oversee annual CPR training for interested employees in the office. (Municipal requirement).
- Coordination of employee ergonomic assessments with local ergonomist in partnership with team at 1165 Leslie Street and Corporate P&C.
What You Bring
- Three to five years of related work experience.
- Facility related certifications and/or designation (i.e., IFMA)
- University degree and/or post-secondary education.
- Proficient in MS office (Word, Excel and PowerPoint)
- Experienced with accounting or budgeting software (SAP Concur etc.)
- Sound knowledge in building maintenance and financial terms and principles.
- Excellent communication skills.
- Ability to work with all levels of management.
- Excellent organizational skills.
- People oriented, self-starter and team player.
- Ability to multi-task and prioritize projects and requests.
This role will require to be in office 5 days per week at the Four Seasons Corporate Office located at 20 York Mills, Toronto, Ontario
Four Seasons is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity, please advise Human Resources if you require accommodation.
Office Coordinator, Corporate Services (18 Month Contract)
About the role
About Four Seasons Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.
At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.
About the location: Four Seasons Hotels and Resorts is a global, luxury hotel management company. We manage over 120 hotels and resorts and 50 private residences in 47 countries around the world and growing. Central to Four Seasons employee experience and social impact programming is the company’s commitment to supporting cancer research, and the advancement of diversity, inclusion, equality and belonging at Four Seasons corporate offices and properties worldwide. At Four Seasons, we are powered by people and our culture enables everything we do.
Office Coordinator, Corporate Services (18 Month Contract) Reporting to the Manager of Corporate Services, this exciting opportunity provides support on the day-to-day operations and employees based at the 20 York Mills Toronto Corporate Office.
What You’ll Be Doing General Office Administration
- Provide daily support to an office of corporate employees.
- Support staff with daily onsite visitors such as outside vendors and visiting employees with security access, parking information, meeting room preparation, F&B and catering etc.
- Organize office events ie) service awards and town hall events support, wellness day and other employee acknowledgment, etc.
- Perform new hire orientation for all new hires based out of the 20 York Mills corporate office.
- Escalate to Manager of Corporate Services should any major issues of concern arise with office operation.
Facilities
- Schedule and coordinate maintenance requests with building management and outside vendors (office furniture repairs, climate control, burnt out light bulbs etc.)
- Conduct daily inspection of office at the start of each business day to ensure minimal disruption for employees.
- Coordinate and supervise service vendors related to general office operations – pantry items, office plants, moving services, rental furniture, desk keys etc.
- Assign and coordinate workspace set-up for new hire employee and office moves. (Physical desk)
Invoicing, Purchasing and Accounts
- Process all invoices and expense reports related to the office operations at 20 York Mills and ensure all charges are allocated correctly.
- Order and stock general facilities supplies on a monthly and ad-hoc basis including pantry items, coffee, etc.
Security
- Creation of security badges for new employees.
- Coordination of parking accounts for employees.
- Coordination of security equipment maintenance.
- Assist with after office hours security and/or facilities inquiries. Will be on call 24/7.
IT Support (Liaise with Corporate IT)
- Liaise with the IT department to coordinate the logistics of IT equipment for Onboarding/Offboarding (Computer/Monitor/Peripherals).
- Liaise with Corporate IT for troubleshooting when required.
- Maintain contact address book for the MFP Printer/Scanner.
- Maintain accurate employee list for the office.
Project Management
- Assist in Corporate Services projects as required.
Health and Safety
- Inspect all on-site health and safety supplies and equipment to ensure it meets local requirements.
- Lead local joint health and safety committee and oversee annual CPR training for interested employees in the office. (Municipal requirement).
- Coordination of employee ergonomic assessments with local ergonomist in partnership with team at 1165 Leslie Street and Corporate P&C.
What You Bring
- Three to five years of related work experience.
- Facility related certifications and/or designation (i.e., IFMA)
- University degree and/or post-secondary education.
- Proficient in MS office (Word, Excel and PowerPoint)
- Experienced with accounting or budgeting software (SAP Concur etc.)
- Sound knowledge in building maintenance and financial terms and principles.
- Excellent communication skills.
- Ability to work with all levels of management.
- Excellent organizational skills.
- People oriented, self-starter and team player.
- Ability to multi-task and prioritize projects and requests.
This role will require to be in office 5 days per week at the Four Seasons Corporate Office located at 20 York Mills, Toronto, Ontario
Four Seasons is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity, please advise Human Resources if you require accommodation.