Administrative Coordinator/Receptionist Job in Yellowknife for Tlicho | Jobs.ca
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Administrative Coordinator/Receptionist

April 28 2020
Industries Public administration
Categories Administrative, Clerical, Office manager, Receptionist, Trades, Technicians, Construction
Yellowknife, NT


The Administrative Coordinator/Receptionist is responsible and accountable for overseeing and providing key reception, administrative and logistical support services to the Tlicho Investment Corporation (TIC) and its subsidiaries to ensure efficient and effective delivery of administrative systems, processes and services.


Reporting to the VP of Human Resources & Administration, the Administrative Coordinator/Receptionist will provide senior level administrative support to TIC’s staff and management team; while ensuring that the corporate office administrative systems and processes are established and maintained to maximize efficiency, professionalism, and customer service.

Responsibilities


Provide senior level administrative support to staff and management

  • Prepare agendas and material packages staff and management meetings/workshops/training sessions when requested and required;
  • Record and distribute minutes meetings when requested and required; identifying action items and timelines;
  • Send out meeting invites as requested;
  • Arrange for meeting/workshop/training sessions refreshments, food, snacks, etc. as requested;
  • In conjunction with Receptionist/Administrative Assistant, scan, upload/sort, file, photocopy and fax documents as requested;
  • Assist various departments in the preparation of documents, formatting, binding, etc.;
  • Double check documents/QuickBooks entries when requested;
  • Photocopying/scanning/sorting/filing/faxing documents as requested from various departments;
  • Become proficient with meeting software (such as Microsoft Teams) and hardware (projectors, phone system, etc.).

Oversee and perform travel administration

  • Complete approved travel and accommodation bookings as requested by TIC staff, management and Board of Directors;
  • Maintain airline credit file;
  • Establish, maintain and communicate airline and hotel corporate rate agreements.

Provide logistical support to staff and management

  • Make arrangements for in-house training (including online orientations), to include meeting room set up and assisting with computer-based training/orientations when requested;
  • Work with HR to ensure that required work gear/personal protective equipment is ordered and distributed to employees where applicable;
  • Arrange for IT to set up computer/phone/cell phone/network access for new hires in the corporate office;
  • Ordering long service awards and assisting with the logistics on long service award events;
  • Assist in organizing cultural/indigenous integration initiatives (i.e. cultural awareness/information sessions, etc.);
  • In conjunction with HR, ensure that office space/workstations for new hires are clean/organized and supplied with commonly required office supplies.

Oversee and perform general corporate office upkeep/organisation and inventory coordination

  • Order office supplies, furniture, coffee/tea/condiments; maintaining inventory of such items;
  • Negotiate pricing for items, and provide ideas for office organization and overall improvement (i.e. décor, furniture, storage, painting, etc.);
  • Maintain subscriptions to newspapers/magazines as applicable;
  • Ensure office common areas/hallways are organized, free of clutter, presentable;
  • Ensure meeting rooms are tidied/organized after meetings;
  • Maintain office security system – activating and issuing office door FOBs;
  • Point of contact for the office cleaning contractor, document shredding/disposal companies, recycling/composting program contractor, delivery companies, etc. (oversight and continuous implementation of the TIC Go-Green initiative);
  • Coordinate office decorating/decoration supplies for special events/occasions (i.e. Halloween, Christmas, Easter);
  • Arrange servicing of office equipment (Xerox machines, phones, postage machine, etc.) when required.

Run the reception area/perform receptionist duties

  • Greeting all visitors/staff in a pleasant manner;
  • Answering phone calls/directing calls/responding to inquiries;
  • Receiving/sorting/distributing incoming and outgoing mail and parcel deliveries;
  • Entering incoming hard-copy resumes into the Bamboo HRIS in an accurate and timely manner;
  • Ensuring that all visitors receive office/safety orientation (covid questionnaire; mask wearing; emergency evacuation process/muster point).

Provide backup Human Resources support when required.

Other administrative duties/projects/running errands for various departments as requested

Knowledge, Skills, and Abilities

  • Class 5 Driver's License mandatory;
  • Excellent office management and administration skills;
  • Proficient at minute-taking (completion of a minute-taking course an asset);
  • Experience performing travel/accommodation arrangements;
  • Ability to work effective as a team member with minimal supervision;
  • Ability to maintain a professional standard of conduct and sound work ethics;
  • Excellent time/priority management and organizational skills;
  • Experience supervising, coaching, mentoring and training staff;
  • Strong computer skills using the MS Office suite of applications;
  • Proven ability to communicate, both verbally and in writing, with board members, management, employees, customers, clients and the public using active listening and diplomacy;
  • Exceptional customer service skills;
  • Strong team member;
  • Ability to maintain high level of accuracy and attention to detail;
  • Ability to continuously meet deadlines;
  • Self motivated to take initiative and consistently deliver high quality work;
  • Experience and ability to work under pressure with excellent stress management skills;
  • Experience working in a multi-cultural, diverse environment demonstrating cultural awareness and sensitivity;
  • Ability to speak and/or understand the Tlicho language an asset.


Typically, the above would be attained by:

Completion of an Office Management/Business Administration/Business Management program (or equivalent relevant program) coupled with a minimum of 3 years related senior level office administration experience.

The Tlicho Investment corporation offers a competitive compensation and benefits package, and a fun and inclusive working environment.

This competition will close at 5 pm on June 14, 2021.