Office Services Assistant

Location

Brookfield Place - 181 Bay Street

Brookfield has a unique and dynamic culture. We seek team members who have a long-term focus and whose values align with our Attributes of a Brookfield Leader:
Entrepreneurial, Collaborative and Disciplined. Brookfield is committed to the development of our people through challenging work assignments and exposure to diverse businesses.

The Office Services Assistant plays an integral part in Office Services by providing administrative support to the daily operations of a busy and fast paced corporate environment with a key focus to ensuring the organizing and distribution of mail to various departments and other office locations efficiently and timely. This position also provides back‑up support to Reception, as necessary.

Hours:

8:30am – 5:30pm flexible to change to 8:00am‑5:00pm to meet business demands

• Complete scheduled daily mail runs, including pick up and drop off all mail and courier packages
• Sort and deliver all mail and packages to all employees
• Manage and prepare all incoming and outgoing mail i.e. same day, and/or overnight courier request
• Knowledge and hands on experience with courier software programs, such as Fed Ex, Purolator, and Canada Post
• Maintain shipping software and supply inventories
• Maintain postage machine and order postage supplies
• Maintain, track, and provide proof of delivery for couriers, as required
• Monitor and maintain print areas for all floors by routinely replenishing office supplies
• Assist in the process of inventorying office supplies
• Restock common areas and mailroom with mailing, printing, and binding supplies
• Assist and support annual mail‑out projects
• Process printing and binding requests
• Oversee and action all mailroom‑related requests sent to the Office Services email
• Coordinate coverage mailroom support in advance of scheduled absenteeism to ensure uninterrupted customer service
• Always ensure the neatness and organization of the mailroom
• Provide ad hoc administrative support

Assist with providing back‑up support to our Corporate Receptionist with a key focus on the following:

• Greet & welcome all internal and external visitors and direct to meeting rooms accordingly.
• Assist guests with coats, luggage, refreshments, wireless networks, etc.
• Direct and resolved inquiries received by internal and/or external clients.
• Swift and courteous acknowledgement and action of all incoming emails from staff.
• Proactive coordination with staff regarding visitors, meetings and meeting requests according to boardroom availability.
• Screen all incoming phone calls and direct to appropriate parties; collect and distribute phone messages in close coordination with Brookfield administrative and executive staff members
• Ensure the reception area/office is well maintained in coordination with facilities
• Other duties as assigned

• Minimum 2 years’ experience in a support role in a busy and corporate environment
• Administrative or office services experience within a medium to large corporation preferred
• Experience working with mail software and handling variety of mail services requests
• Strong organizational skills and ability to prioritize responsibilities and assignments with the ability to multi‑task in a fast‑paced environment.
• Exceptional customer service, attention to detail and follow‑thru while maintaining exceptional relationships with various internal/external stakeholders
• Strong interpersonal and communication skills
• Polished, demonstrating tact, diplomacy, composure, and discretion while maintaining a high degree of professionalism and comfortable working in an executive corporate environment
• Effective communicator with a customer‑centric tone, in both written and verbal communication
• Ability to adapt to change
• Utilizes problem‑solving skills in a deliberate and well‑considered manner to resolve issues
• Strong work ethic coupled with a "can do" attitude with flexibility to support requests outside of considered job scope
• Highly motivated; able to work independently and/or as part of team
• Proficient use and knowledge with Microsoft Office tools
• Post‑secon…