Office Services Assistant

Brookfield Asset Management; Toronto; On-site; CAD 45,000 - 55,000; Full time

Job summary

A leading asset management firm in Toronto is looking for an Office Services Assistant to provide administrative support in a fast-paced corporate environment. Responsibilities include managing mail distribution, assisting reception, and maintaining supplies. Candidates should have a minimum of 2 years' experience in a similar role, strong organizational skills, and the ability to provide exceptional customer service. This position may require physical activity including walking and lifting, and values a positive workplace culture.

Qualifications

• Minimum 2 years’ experience in a support role in a busy corporate environment.
• Proficient in handling mail software and various mail services requests.
• Strong work ethic and 'can do' attitude with flexibility to support requests.

Responsibilities

• Sort and deliver all mail and packages to employees.
• Assist with providing back-up support to Reception as needed.
• Maintain postage and shipping software while managing supply inventories.

Skills

Organizational skills

Customer service

Interpersonal skills

Problem-solving skills

Attention to detail

Education

Post-secondary education

Tools

Microsoft Office

Mail software

Job description

Location

Brookfield Place - 181 Bay Street

Brookfield Culture

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.

Job Description

Position Summary

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

Responsibilities

• 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 FedEx, 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

Backup Reception Duties

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

Qualifications & Requirements

• 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‑secondary education preferred

This position requires a lot of walking during the day while it may also require standing for longer periods during the day. Heaving lifting and frequent bending may also be required

Brookfield is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it. Accordingly, we do not tolerate workplace discrimination, violence or harassment.

Brookfield is committed to creating an accessible and inclusive organization. We are committed to providing barrier‑free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act. Should you require a Human Rights Code‑protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.