Office Services Coordinator

Overview

Serve as first point of contact, managing office services & admin tasks.

Key Responsibilities

• vendor management
• invoice processing
• access control
• courier management
• equipment maintenance
• room scheduling

Tasks

-Collect mail daily, distribute, and maintain postage machine for the office. -Keep all office information updated including but not limited to: office services manual, floor plans, and directories. -Point of contact for all local vendors working with vendors on invoicing and account management. -Manage the Joint Health & Safety team including first-aid, fire & emergency evacuation procedures, complying with all ministry of labour standards. -Oversee and/or provide administrative services, as required. -Keeping IT overflow organized and available for reuse when possible. -Manage courier accounts for local and international deliveries. Schedule courier requests for employees in the office, making sure these are recorded to the appropriate individual/team for accounting purposes. -Onboard all new hires as indicated in the office services onboarding checklist. Including but not limited to ordering and managing all IT orders with Technology Fulfillment and managers, ensuring all IT is setup at workstations, ensuring laptop is ready for day one, forwarding all office information, conducting office tour etc. -Submit all cheques into the National Cheque Log. -Ordering of office supplies (print & marketing stationery, coffee & cleaning supplies, photocopier supplies, etc.). -Maintenance of the coffee machines, kitchen appliances, photocopiers, binding machine, and postage machine. -Point of contact for security. Providing replacements as required and deactivating access cards, making changes to door lock schedule as needed, and notifying them of special events or after-hours access. -Answer phones and direct calls to the appropriate person. -Manage access cards log (activation / deactivation). -Responsible for managing and processing all invoices through the AP system: reviewing for accuracy before submitting and following up on outstanding invoices. -Maintain a tidy and orderly appearance in all meeting rooms, kitchen, and reception area. -Greet clients and guests upon entering the office and notify JLL employees accordingly. -Manage all schedules for boardrooms and meeting rooms. Coordinate with individuals and teams regarding booking requests and making sure meeting needs are met. -Coordinate outside print & marketing with third party vendors as needed.

Requirements

• ms office
• 3+ yrs
• real estate
• customer service
• time management
• detail oriented

What You Bring

-Must demonstrate professionalism at all times -Excellent time management and organizational skills -Excellent interpersonal and customer service skills -Must be able to adapt and prioritize, meeting deadlines, in a fast-paced environment -Demonstrated proficiency with all applicable software packages including but not limited to MS Windows and MS Office, including MS Word, Excel, Outlook, and PowerPoint -3+ years of relevant experience or a combination of education and experience -Experience in the real estate sector is an asset -Must be able to work well independently with an ability to work collaboratively with others -Must be detail oriented -Excellent verbal and written communication skills -Must be able to maintain confidentiality, utilize judgment, and work with minimal supervision -Must operate with a sense of urgency, quickly responding to Stakeholders

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About Jll

-Founded over 200 years ago, JLL has become a global leader in real estate services and investment management. -With a presence in over 80 countries, JLL offers a wide range of services, including property management, advisory, and capital markets. -JLL manages iconic properties like the Shard in London and works with Fortune 500 companies to optimize real estate portfolios. -The company is known for its innovative solutions in real estate technology and sustainability. -Typical projects include large-scale urban developments, corporate relocations, and infrastructure advisory. -JLL has pioneered the integration of data-driven insights into real estate decision-making. -The company’s expertise spans across diverse sectors, such as residential, commercial, industrial, and infrastructure. -Notable for its long-standing history, JLL continues to shape the global real estate landscape.

Sector Specialisms