Office Services Specialist

Bow Valley Square 2
205-5th Avenue S.W., Suite 2200
Calgary, AB , CAN

About Us

As a self-regulatory organization, our mission is to promote healthy capital markets by regulating fairly and effectively so that investors are protected and confident investing in their futures. At the Canadian Investment Regulatory Organization (CIRO) , we are committed to setting high regulatory standards for the investment industry, safeguarding investors, and supporting the integrity of Canada’s capital markets. Join a growing team and contribute to the dynamic and complex world of Canadian capital markets.

About this Opportunity

This position is a member of a local and national team of Office Services Specialists fulfillingvariedresponsibilities in support ofthe overall daily operations. In addition, this position supports andassiststhe Manager, Office Services.

Core Responsibilities

• Provides courteous and professional handling of all incoming calls and guests attending the office, including assisting callers with navigation of the CIRO website.
• (BAU) day-to-day operations, such as:
  • Customer service by providing consistent high-level support.
  • Facilities support by ensuring all areas are stocked andmaintainedin a professional manner to support a good employee experience.
  • Hotelling – comprehensive understanding of thehotellingapplication to ensure booking protocols are adhered to, troubleshooting, and reporting.
  • Mail/Couriers – including deliveries and distribution.
  • Maintaining various office equipment.
  • Fulfilling requests for meeting room setups and/or catering.
• Health & Safety
  • Contribute by serving as a first responder and fire warden.
  • Update the Health & Safety boards as requested.
  • Become confident with the emergency evacuation procedures and provide assistanceasrequiredin evacuating staff/guests from premises.
• Problem Solving/Trouble Shooting
  • Take ownership of the issue at hand.
  • Consider all possible solutions when problem solving and apply the most appropriate one,escalating as needed.
• Onboarding/Off boarding
  • Follow procedures and check lists to ensure all appropriate steps are taken in a timely manner.
• Records Retention/off-site storage
  • Arrange for off-site storage and retrieval of files.
  • Maintain the inventory list of off-site storage records.
  • Arrange for document destruction when requested.
  • Perform annual audit to confirm accuracy of off-site storage and destruction records.
• Security
  • Apply security procedures to all visitors.
  • Be aware of any suspiciousbehaviourin/around reception and lobby.
  • Become familiar with the Symmetry Access Control software system andresponsiblefor access cards (issuance & deletion).
• Supplies
  • Compare costs of office supplies.
  • Place and follow up on orders, including special requests.
  • Maintain adequate inventory levels within the office.
• Teamwork & working independently
  • Needs to work as an integral member of the national team, communicating effectively and efficiently.

What You Bring

Must-have:

• Fouryears experience in an administrative or receptionist role in an Office Services capacity, or a combination of relevant education and experience.
• Knowledge of office equipment operations, facilities procedures, and ability to problem solve and troubleshoot issues at hand.
• Knowledge of physical security processes and procedures.
• Experience in a customer service environment.

Nice to have:

• Proficiency in MS SharePoint, Word,Exceland Outlook.
• Excellent organizational and critical thinking skills.
• Strong time management skills, including the ability to effectively prioritize and work on multiple tasks/projects at the same time.
• Effective communication skills, both oral and written.
• Exceptional people skills and customer service skills.
• Ability toliftup to 50 lbs.

What we offer:

• Competitive base salary in alignment with market
• Perf…