Office Manager at HEIMPLANET with a focus on preparatory accounting. Role includes financial management, sales support, and process optimization in a hybrid work environment.
OR
Hybrid Administrative Coordinator
Posted last month
About the role
- Administrative Coordinator providing administrative support in Risk & Compliance at OICR. Managing schedules, meetings, and communications in a temporary full-time role until October 2026.
Responsibilities
- Provides general administrative support to the Director, Risk, Compliance and Facilities, Manager Facilities, Executive Director OCREB and the General Counsel and Privacy Officer and team(s)
- Manages signature request/coordination process
- Maintains calendars/schedules for multiple senior staff
- Manages logistics for team meetings and conferences including inviting attendees, taking minutes, drafting and distributing agendas, booking travel, location set up and catering requirements
- Prepares correspondence, formats and proofreads emails/documents
- Assists with vendor and Request for Proposal (RFP) renewal tracking
- Supports management in all aspects of onboarding new team members
- Provides vacation/back-up support to the Executive Assistant, Finance as needed
- Coordinates financial billing and payment activities, including coordinating, processing, and tracking the submission of invoices and expenses, preparing monthly expense reports and reconciling monthly purchasing cards
- Assists with presentations, project plans, reports and other communication materials.
- Monitors, responds and generates reports (triages, redirects) on internal service ticketing system queus
- Develops, organizes and maintains electronic and paper information filing/retrieval methods and systems in accordance with OICR policies and procedures
- Completes expense and P-card reconciliation
- Monitors and analyzes departmental budgets (e.g., drafts budgets for approval; monitors and analyzes accounts identifies variances)
- Books quarterly Enterprise Risk Management (ERM) meetings with institute wide risk owners.
- Coordinates the annual maintenance of enterprise-wide business continuity plans and the Emergency Response Manual.
- Supports Corporate Project Leaders through project coordination functions including developing timelines, follow-up, material creation and document management.
- Plans, schedules and organizes project meetings, keeps clear minutes, captures assignment of action items and ensures follow-up.
- Manages all aspects of the SharePoint project sites for Corporate Services Leaders.
- Coordinates the space management process and updates seating plans monthly
- Supports OICR staff requests from the facilities ticketing system
- Coordinates the transportation of Stericycle boxes and gas cylinders
- Coordinates facilities related onboarding/offboarding activities for the institute
- Manages and oversees the access card process (including monitoring the ticketing system for activation, deactivation, problem solving and programming requests) in compliance with OICR Security Policy
- Coordinates facilities purchasing administration including PO reconciliation and payment process
- Manages external vendors to obtain quotations for service and implementation
- Acts as back up for inventory checks and ensures adequate supply of general office supplies including paper, printer toners and other accessories, and kitchen supplies
- Ensures Facilities cost centres budget tracking system is kept up to date for reporting on a monthly basis
- Effectively maintains and coordinates a full range of legal and privacy services
- Maintains the contract management system, including report generation
- Coordinates the quarterly security reports for the Ontario Tumor Bank Program and participates in the audit process
- Supports the General Counsel and Privacy Officer to organize, attend and takes minutes at meetings
- Coordinates signatures with external vendors, research institutes, and hospitals
- Supports/assists the ERT team by attending calls, minute taking, attendance management and document creation
- Organizes multiple large committee meetings (30+ people)
Requirements
- Completion of a recognized post-secondary Office Administration Program (College diploma) or recognized equivalent
- Experience in a comparable administrative role
- Advanced proficiency in computer software, e.g., MS Word, Outlook, Excel
- Familiar with using web browser-based applications for timekeeping, and data entry, such as SharePoint and Google Suite
- Demonstrates exemplary customer service skills and good judgment
- Excellent organizational and problem-solving skills; quality and detail oriented
- Excellent verbal and written communication skills
- Strong internal and external relationship management skills, ability to interact and work professionally and effectively with staff and vendors
- Ability to work well under pressure, prioritize and multi-task within a fast-paced environment.
- Self-motivation and initiative
- Adaptability, flexibility, diplomacy and tact
Benefits
- Defined benefit pension plan (HOOPP)
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