Office Coordinator

Join to apply for the Office Coordinator (12-Month Contract) role at Disability Management Institute

Join to apply for the Office Coordinator (12-Month Contract) role at Disability Management Institute

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WHO ARE WE?

Disability Management Institute (DMI) offers small and medium sized employers flexible innovative solutions to their disability management needs. Our specialties include: WCB/WSIB Claims Management, Self-Funded Sick Leave Adjudication, and Non Occupational Absence Management, Return to Work Planning and Disability Management. Ranging in size from 5-2500 employees our clients span the public and private sectors and cover a wide range of industries.

YOUR ROLE

We're currently looking for an Office Coordinator to join our team, working full-time in our Surrey, BC office. As Office Coordinator, you'll oversee the day to day functioning of the DMI Administration team, acting as an ambassador of the organization and ensuring that all internal and external clients have a positive experience. Please note this is a 12-month contract opportunity.

YOUR IMPACT

• You'll greet incoming DMI visitors and ensures that they are welcomed to the office and directed to the appropriate contact and/or meeting room
• You coordinate facilities bookings and ensures that welcome screens are updated when appropriate, set up and take down the boardroom for any DMI meetings, and arrange catering when required.
• You answer all incoming phone calls and directs inquiries to the appropriate staff
• You coordinate any facilities requests via JIRA
• You manage all incoming and outgoing mail and courier requests
• You document DMI complaints and compliments on internal tracker.
• You coordinate travel requests as required.
• You maintain office supply levels and reorders supplies on regular basis. Unpacks, distributes, and stores all supplies
• You reconcile any relevant invoices and provides them to management for sign-off
• Prepares purchase orders for any significant purchases and follows up on approvals.
• Communicates with external vendors regarding the functioning of office equipment including coffee and water machines, printers, and any items not managed in-house by IT.
• You keep track of important staff events including anniversaries and birthdays and coordinates staff social activities.
• You participate in social committee events and planning for DMI and GHFoC
• You manage DMI WOW nominations and directs feedback as required.
• You contribute and organizes the company newsletters and intranet site where required.
• You ensure the office is kept clean and presentable, including daily kitchen clean-up.
• You liase with the Office Support team across the family of companies for any significant initiatives.
• You communicate in a professional manner with all outside contacts, ensuring that only allowable information is released to recognized recipients by adhering to the requirements of the company’s Privacy Policy and the Confidentiality Policy
• Any further administrative duties as deemed required by the leadership team.

WHAT TO EXPECT

Within 30 days:

• Basic understanding of the phones and how to direct calls
• Basic understanding of mail/courier duties
• Basic understanding of boardroom management in Outlook
• Basic understanding of daily tasks

Within 60 days:

• Demonstrates exceptional customer service skills and builds/maintains excellent relationships with clients and various stakeholders.
• Responds to all emails and voicemails within 24 hours.
• Works collaboratively with team members to ensure that tasks are completed within our one day turnaround time

Within 90 days:

• Reviews and understands relevant process and procedural documents that apply to their role.
• Understands functioning of all core systems: WEBS, BCMS & DMS.
• Provides input where inefficiencies are identified to rectify adverse outcomes from occurring or to simply increase efficiency
• Successfully follows all internal procedures for documentation management. Where scenarios fall outside the norm, consults with Senior Office Administrator or Manager to determine any relevant modifications to standard process.

THIS IS YOU

• High level proficiency in Microsoft 365 Suite
• Client-focused customer service skills
• Exceptional attention to detail

THIS IS NICE

• 1-2 years administrative experience an asset.
• Administrative Post-Secondary Diploma or Degree an asset

WHAT YOU'LL GET

In addition to becoming part of a creative, challenging, and stimulating work environment, we also offer:

• Our company-wide vacation policy guarantees a minimum of 3 weeks' vacation
• Flex days to help you achieve that work-life balance
• Wellness programs to support you in and out of the office
• Learn and grow with us through our employee education program
• Participation in our Happy Friday program

YOUR COMPENSATION

At the time of this posting, the estimated annual base salary pay range for this position is…