Office Support Representative

Nuclear Waste Management Organization (NWMO); Toronto; On-site; CAD 42,000 - 50,000; Full time

Job summary

The Nuclear Waste Management Organization (NWMO) is seeking an Office Support Representative for a temporary role (up to one year) located at 30 Adelaide Street East. You will provide administrative and clerical services, including meetings scheduling, reception, records management, and onboarding of new employees.

Reporting to the Office Facilities Supervisor, you will work onsite five days per week, use MS Office daily, and ensure accurate records and timely communications.

Qualifications

• Minimum qualifications: Grade 11 or equivalent.
• Strong working knowledge of MS Office (Outlook, Word, Excel, PowerPoint).
• Outstanding communication and interpersonal skills.
• Ability to manage competing priorities and tight deadlines.
• Organized, resourceful and a problem solver.

Responsibilities

• Arrange and schedule meetings including catering deliveries and setup.
• Schedule and maintain the shared calendar for events, work, and vacation.
• Manage records and document control: scanning, filing, labeling, and retrieval.
• Operate office equipment and handle routine clerical tasks (mail, couriers, reception).
• Onboard new employees: system access, badges, business cards, and pass forms.

Skills

MS Office proficiency

Strong communication

Organization & time management

Customer service

Attention to detail

Education

Grade 11 or equivalent

Tools

MS Office

Job description

Founded in 2002, the Nuclear Waste Management Organization (NWMO) is a not-for-profit organization tasked with the safe, long-term management of Canada’s intermediate- and high-level radioactive waste, in a manner that protects people and the environment for generations to come.
The NWMO has been guided for more than 20 years by a dedicated team of world-class scientists, engineers and Indigenous Knowledge Holders who are developing innovative and collaborative solutions for nuclear waste management. In 2024, the NWMO selected Wabigoon Lake Ojibway Nation and the Township of Ignace as the hosts for the site for a deep geological repository for used nuclear fuel.

This decision means our office and staff will, in the future, be relocating to Ignace, Ont., and the deep geological repository will be situated in the area of Wabigoon Lake Ojibway Nation and the Township of Ignace. Infrastructure planning and development are underway to support this transition and ensure that both the community and our employees are well served and supported, now and in the future.

Office Support Representative

Temporary (up to One Year) - One (1) Position Available

Position Location: 30 Adelaide Street East

Job Summary

Reporting to the Office Facilities Supervisor, the Office Support Representative is a key member of the team that is responsible for providing a variety of administrative and clerical services to the NWMO including but not limited to: arranging and scheduling meetings, reception, shipping and inventory duties, operation and maintenance of office equipment, records management and document control support functions such as shredding, media storage and other duties as required.

Scheduling/Calendaring

• Make all necessary arrangements for meetings, including setting layout, managing catering deliveries, at routine meetings, as per Supervisor's instructions.
• Schedule and maintain the shared calendar for all events, work, and vacation schedules.

Records/Document Management

• Accessing and managing shredding schedules, special requests, and media storage such as Data tapes on Iron Mountain site.
• Perform records management and document control support functions such as scanning, sorting, filing, labeling, retrieval, etc. for various phases of document life cycle management.
• Assist with records retrieval and shipping.
• Maintain, and update database information, manuals floor plans and phone lists and other associated records. Generate reports as required and maintain files of all departmental documentation.
• Process, distribute and track documentation. Verify details and compile statistics, ensuring deadlines are met, following up, as necessary.
• Working with a variety of commercial software applications (including MS Office) to produce correspondence, reports, presentation material, standard forms, numerical data, and other documentation as required.

Clerical

• Perform routine clerical tasks such as mail, courier, and reception, as required, arrange for and perform bulk printing of material, packaging, and handling, as necessary.
• Maintain stationery, office and kitchen supplies and publications ensuring sufficient inventory levels are maintained.
• Maintain task book and documentation related to all aspects of the job.
• Operate, and maintain a variety of office equipment such as printers, fax machines, postage machines, scanners, and low volume photocopiers. Carry out inspections, and making minor adjustments, including changing toner, print cartridges, paper supplies, etc. Carry out key operator duties, as necessary.
• Operate and maintain computer based high volume production and colour graphics reproduction equipment, such as plotter material, external printing vendors materials.
• Prepare and process material requests and forward for approval. Check delivery documents against original orders, following up on discrepancies by queries to others, including statement reconciliation.
• Assist with the onboarding of new employees: making arrangements for system access, badges, name plates, business cards request, pass card forms etc.

Other

• Accountable for the health, safety and well-being of self and others, as per established procedures and standards.
• Perform other duties as required.

• Minimum qualifications: Grade 11 or by having the equivalent level of education.
• Strong working knowledge of MS Office (Outlook, Word, Excel, PowerPoint).
• Outstanding communication and interpersonal skills.
• Strong sense of urgency, ownership, and demonstrated ability to manage competing priorities and tight deadlines.
• Organized, resourceful and is an effective problem solver.
• A quick learner with ability to work independently.
• Committed and collaborative team player and flexible to daily demands.
• Outstanding attention to detail.
• Energetic, hard-working and self-motivated.
• Good customer service skills.
• Highly professional.

Must be eligible to work in Canada and must be able to meet security clearance requirements.

This position is required to work onsite five days per week.

NWMO offers a competitive base salary.

The NWMO is committed to contributing toReconciliationin all its work by co-creating a shared future built on rights, equity and well-being. As an employment equity employer, NWMO actively seeks Indigenous Peoples, members of visible minorities, women, people with disabilities, and additional diverse identities for our workforce. The NWMO will provide accommodation to applicants with disabilities. If you require accommodation, please contact us.

We review applications on a rolling basis and encourage interested candidates to apply at their earliest convenience to ensure full consideration.

The NWMO is committed to a fair,transparent, and efficient recruitment process.While we sincerely appreciate every expression of interest, only those candidates selected to continue in the recruitment process will be contacted directly.