The Taggart Group of Companies Hiring for Office Coordinator Job at Ottawa Full Time

Job Title: Office Coordinator – Reception

Reports to: Property Manager

Company: Taggart Group of Companies

Location: 225 Metcalfe Street Suite 708

Date Prepared: January 12, 2023

Work Description

The Office Coordinator’s goal is to keep the office functioning smoothly by organizing and coordinating various administrative requirements, predominantly focused on reception services for Taggart Realty Management. In this hands-on role, the Office Coordinator will actively maintain all front desk reception needs while attending to administrative functions of the office, rentals support, and property management team. The Office Coordinator plays a key role in providing clients, guests, employees, and other stakeholders with a professional, positive, and productive experience in their interactions with the Taggart Group.

The ideal candidate will have a strong customer service orientation, have attention to detail, be able to handle a high-volume of demands, be able to multi-task and prioritize, have great computer skills and be professional when dealing with people across various levels.

Key Responsibilities:

• Respond to customer telephone and email inquiries, and redirect calls to the appropriate person.
• Take payments from tenants for monthly rent collections.
• Answer questions about our various rental buildings, and help with troubleshooting.
• Troubleshoot and answer general and reoccurring calls that are coming into the group. (i.e handling of job applications, tenant concerns, or connect them to employee they are looking for etc.).
• Provide superior customer service and escalate issues when necessary.
• Schedule meetings and maintain boardroom reservation list. Assist with and proactively find solutions for double bookings and last-minute needs.
• Greet all incoming visitors to the building, hang jacket, offer coffee, etc.
• Modify and update reception in/out board.
• Organize and distribute the daily mail, courier deliveries and any other outbound mail/courier.
• File office correspondence and documentation, which includes the stamping and dating of letters, files, or invoices as needed.
• Organize and distribute all inbound shipments and letters.
• Collect, order, and distribute office supplies for all employees within the Group of Companies as needed.
• Provide administrative support to the Property Management, HR, and Finance teams. This includes, but is not limited to making calls, filing, scanning, printing, drafting various communication, and data entry.
• Along with the Facilities Coordinator, review inventory of miscellaneous supplies and place orders as requested.
• Ensure office supplies, paper, copiers are always stocked and maintained.
• Assist with office logistics such as ordering new furniture and coordinating office moves as needed.
• Manage schedules of all management and executive team members, as needed.
• Plan corporate travel for candidates, or management team, as needed.
• Assist with facilities management requirements as needed.
• Other duties as required.

Statement of Qualifications:

Knowledge, Skills and Abilities

• Post-secondary education in administration, business or relevant field.
• A minimum of two to five years’ experience in an administrative, support role with customer service orientation is required.
• Very strong communication and organizational skills.
• Strong time management, prioritization, and multi tasking and planning skills.
• Strong attention to detail.
• Expert working knowledge of Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Friendly and helpful demeanour with strong customer service orientation.
• Ability to maintain high level of confidentiality at all times.

Physical/Sensory Effort/Work Environment

• Providing service to several people or departments, working under many simultaneous deadlines.
• Sitting or standing for long periods of time at a workstation.
• Manual dexterity required to use desktop computer and peripherals.
• Repetitive work.
• Overtime may be required.

Application

All candidates are asked to apply via the following link: taggartgroup.bamboohr.com/jobs. Any questions regarding the position can be directed to [email protected].

We thank all candidates for their interest, however only applicants selected for an interview will be contacted.

Accommodation
The Taggart Group of Companies is an equal opportunity employer. All qualified applicants are considered without regard to race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, gender, sexual orientation, age, marital status, physical or mental handicap, or financial ability.

In accordance with the Accessibility for Ontarians with a Disabilities Act, we’re committed to providing accommodations for people with disabilities in all aspects of the recruitment and selection process. If you require accommodation or special assistance, please send an email to [email protected] with your request. Your information will be treated as confidential.

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