Shared Services Coordinator

About the Role

The Shared Services Coordinator plays a vital role in ensuring the efficiency and organization of daily operations by providing essential administrative and logistical support across multiple departments & offices. The position requires exceptional attention to detail, strong multitasking abilities and the capacity to manage complex operational tasks within a fast-paced environment.

This position is based in our Markham, ON office and requires in office presence Monday to Friday between 8 am to 5 pm!

DUTIES AND RESPONSIBILITIES

Your duties will include, but are not limited to:

Office Administration & Reception:

• Handling incoming reception calls and assisting with general inquiries;
• Checking the Info Mailbox email and readdressing the requests to the related teams;
• Accepting packages, deliveries, and coordinating courier pickups for various teams;
• Managing boardroom bookings and arranging catering for meetings, Lunch & Learns, and corporate events;
• Monitoring office supplies, PPE stock, and printer/plotter consumables;
• Assisting various administrative teams across the country with on- and off-boarding tasks and inventory management;
• Issuing & tracking key fobs and maintaining access records;
• Managing business card orders for employees;
• Part of the JHSC, conducting regular H&S inspections, reporting and addressing potential safety hazards;
• Acting as Fire Warden during alarm tests, ensuring compliance with safety protocols
• Vendor management;
• Other duties as may be assigned.

Fleet & Asset Management:

• Coordinating Enterprise fleet vehicle needs, including data updates, billing reviews and maintenance scheduling assistance;
• Assisting with vehicle related inquiries and damage claims.

IT & Equipment Management:

• Assisting with maintaining and overseeing IT equipment inventory;
• Assisting the IT department with provisioning laptops for new hires or employees requiring replacement;
• Wiping and decommissioning laptops as part of offboarding;
• Coordinating the return of a leased laptop to vendor upon lease maturity;
• Assisting IT with managing corporate phones, including inventory tracking, provisioning and overseeing corporate rate plans, including monthly reporting for accounting;
• Coordinating the shipping of equipment as required;
• Assisting employees with IT equipment needs (e.g., troubleshooting minor issues, replacing broken/lost devices, etc.).

Marketing & Event Support:

• Assisting with administrative tasks, coordination and event support as required;

• College or University education with focus on Business Administration or related field;
• Proficient with MS Office Suite (Teams, Outlook, PowerPoint, Excel, Word, SharePoint);
• Excellent verbal and written communication skills
• Strong interpersonal skills with the ability to work collaboratively across departments;
• Ability to work independently and as part of a team;
• Exceptional attention to detail and accuracy;
• Strong time management and ability to prioritize tasks in a fast paced environment;
• Demonstrated ability to identify issues, analyze information and provide effective solutions;
• Ability to handle sensitive and confidential information with discretion;
• Commitment to providing high-quality support to internal stakeholders;
• Access to a vehicle with valid driver’s license and insurance.

Egis Canada is an equal opportunities employer offering a competitive salary and benefits to those with the skills suited to the needs of our clients.

We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

This role is eligible for a referral bonus in line with the Referral Program. If you have been referred, please provide the name of the employee who has referred you at the time of your application.

At Egis, we embrace innovation to tackle challenges and utilize AI in our recruitment process under stringent ethics and compliance policies and in alignment with our values of being a Responsible Company, a People First Company and a Creative Company. Committed to diversity, growth and collaboration, we may leverage AI to support the recruitment process.