Office Admin Coord at Healwell AI Inc – Toronto, Ontario

First point of contact for visitors and callers to BioPharma (BPSI) and to undertake a range of administrative duties. As the “face” of our company, you will ensure visitors receive a heartwarming welcome by providing professional and friendly service. Office Administrative Coordinator is able to identify and address the needs of senior managers and perform administrative tasks to ensure our company’s workflow runs smoothly. Provide high-quality administrative and clerical assistance to senior management. The Office Administrative Coordinator main duties are outlined below As an Office Administrative Coordinator; you should combine a pleasant personality with a dynamic professional attitude. Our ideal candidate can deal efficiently with complaints and has a solid customer service approach.

Duties and Responsibilities

Reception:

• Greet guests, manage phone calls on company switchboard and emails in a professional manner
• Act as point of contact between executives and employees/clients
• Ensure boardrooms are prepared before guest arrive
• Check company voicemail, and transfer to appropriate person in a timely manner
• Plan appointments, scheduling meetings/events, making travel and hotel arrangements and organizing daily calendars
• Facilitate internal communication (e.g. distribute information and manage boardroom calendars)
• Tracking and monitoring access cards and maintaining sign in logs
• Sorting/distribution of incoming and outgoing correspondence

Administrative:

• Create regular reports and update internal databases
• Prepare inventory for monthly inventory counts and responsible for keeping inventory of all items needed for events
• Assist departments to obtain necessary quotations for purchasing
• Ordering supplies and managing inventory
• Order in-stock office supplies, weekly F&B supplies, and weekly operating supplies for departments as required
• Liaise with suppliers to resolve discrepancies or challenges with quality, price or service
• Liaise with other departments and ensure their requirements are met
• Respond promptly to managers’ queries
• Assist the CRC to prepare regulatory documents and others documents as required
• Performs any other reasonable assignments given by the Department Management or his/her designates

Shipments – Outgoing/Incoming:

• Schedules transportation requirements including shipment notification, tracking and proof of delivery
• Preparing documents to be shipped out via FedEx, Purolator, and occasionally world courier
• Compares identifying information and counts items of outgoing shipments to verify information against bills of lading, invoices, orders, or other records
• Offers expertise and troubleshooting for logistics concerns
• Offers suggestions for improving accuracy and cost to senior management team
• Work with delivery people, transport companies to ensure product receiving and shipping
• Verifying and accepting deliveries and coordinating distribution

Qualifications

• Fluent in written and spoken English with strong communication skills (via phone, email and in-person) handling customer requests or challenges
• Proficient in office management systems, MS Office, online calendars, knowledge of office procedures and experience using office tools including printers/copiers and fax machines
• Professional attire / appearance and manners
• Min. 2 years Customer Service experiences and min. 1 year of supply ordering and inventory control experiences
• Available to occasionally work on weekends
• Organizational, planning and multitasking skills with strong attention to detail
• Able to work under pressure, action oriented and self-motivated with a demonstrated commitment to work as part of a team and independently