Office Administrator

Convergint; Dartmouth; On-site; CAD 41,328 - 55,104; Part time

Benefits offered by this job

Competitive salary and compensation plan

Corporate Social Responsibility Day

Work environment committed to safety

Job summary

Convergint is looking for a part-time Business Services Coordinator in Dartmouth, NS to provide skilled administrative support and enhance the effectiveness of the Management team. You'll be the first point of contact for visitors and customer interactions, ensuring a positive experience.

The role requires excellent organizational and communication skills, along with at least 2 years in an administrative role. Benefits include a competitive salary and a commitment to safety in the work environment.

Qualifications

• Minimum of 2 years in an administrative role.
• Experience in service or construction industries is an asset.
• Experience in an IT background is preferred.

Responsibilities

• Acts as the first point of contact for incoming calls.
• Greets visitors to Convergint professionally.
• Provides administrative support including scanning, photocopying, and filing.
• Coordinates meeting logistics for Convergint boardrooms.
• Manages Convergint Canadian travel arrangements.
• Distributes incoming mail and processes outgoing mail.

Skills

Excellent customer service skills

Strong organizational skills

Time management skills

Strong computer skills (Word, Excel, PowerPoint)

Strong oral and written communication skills

Ability to handle sensitive information confidentially

Education

Completion of or working towards a diploma in office administration or business management

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Convergint is looking for a part‑time, team‑oriented, results‑driven Business Services Coordinator to join our amazing culture at our Dartmouth, NS location. The Business Services Coordinator provides skilled administrative support, contributing to the overall effectiveness of the Management team and will relieve Managers of daily and longer‑term administrative workload activities, through the handling of action items, and the performance of assigned tasks. You will greet and assist customers (visitors, customers, colleagues) in face‑to‑face interactions or by telephone, serving as the first point of contact to providing exceptional customer experiences.

Who You Are

You have a passion for providing world‑class service to customers, colleagues and communities. You are a person of integrity with a commitment to growth, accountability and delivering results. You want to join an organization with a positive culture that embraces inclusion and allows everyone to be the best version of themselves at work and home.

What you’ll do

• Acts as the first point of contact in answering incoming calls, screening calls where necessary and routes to appropriate colleagues. Relays all messages in a prompt and professional manner
• Greets all visitors to Convergint in a professional and courteous manner. Ensures that all customer experiences on Convergint’s premises are positive
• Provides administrative support as required. This includes, but is not limited to scanning of documents, photocopying, filing, typing assignments, entering time sheets, and/or entering purchase orders.
• The key point of contact in organizing and prioritizing electronic calendars for (4) Convergint boardrooms for meetings and events. This includes the coordination of all meeting needs such as arranging catering, preparation of the boardrooms, and conference call coordination.
• Coordinates Convergint Canadian travel which includes flights, accommodations and vehicles in accordance to our Corporate Travel Policy.
• Provide support as required for setting up new laptops and cell phones for new colleagues.
• Distributes all incoming mail and faxes in a timely fashion.
• Processes all incoming and outgoing mail daily. This includes monitoring the postage machine ensuring access is limited to key personnel and alerting AP Technician when monies are low.
• Responsible for scanning and retaining documents as required in accordance with Convergint’s records retention policy.
• Ordering and stocking of office supplies maintaining our minimum / maximum requirements.
• Ordering of business cards for all colleagues in Canada.
• Keeps the front office area and any public areas in a neat and orderly condition.
• Responsible for updating CSP Opportunity Reports on a monthly basis.
• Work with the CSP Coordinator on overflow tasks such as compiling and maintaining the customer contact database and data entry of the CSP plan into iCare, Convergint’s planning and scheduling tool.
• Provides back up during peak teams in handling “service” calls, including service dispatching, tracking and scheduling of calls and call status.
• Creation of Power point presentations and flow charts for high profile meetings such as semi‑annual operation meetings and annual general meetings. Provides the necessary support with the graphics and formatting.
• Provides support and leadership in organizing and coordinating Convergint’s social programs including, but not limited to Convergint Day and fundraising initiatives.
• Participates in the annual archiving of various Convergint records in accordance with our records retention policy.
• Acts as “our customer’s best service provider” at all times thereby ensuring Convergint Technologies is the customer’s first choice for service.

What You’ll Need

• Excellent customer service skills and telephone mannerisms.
• Excellent time management skills
• Excellent organizational skills with a high regard for attention to detail
• Strong computer skills including Word, Excel, PowerPoint and Outlook and Internet research skills.
• Strong keyboarding skills with high accuracy
• Strong oral and written communication skills
• Ability to adapt to changes related to work processes, department structure, environment and technology
• Ability to demonstrate independence, resourcefulness and tenacity
• Able to handle difficult and sensitive information in a confidential manner
• Strong ability to multi‑task and make decisions utilizing priority management, interpersonal and organization skills
• Strong Project Coordination skills and the ability to work well with all levels of internal management and staff as well as outside clients and vendors
• Ability to train others in system usage is preferred

Requirements

• Completion of or working towards a diploma in office administration or business management.
• Minimum of 2 years in an administrative role
• Experience in the service or construction industries an asset
• Experience in IT background an asset

Company Benefits And Perks

• Work environment committed to safety;
• Competitive salary and compensation plan
• Corporate Social Responsibility Day
• And much more…

Convergint is committed to a culture of Inclusion and Diversity and is an Equal Opportunity Employer.