Morrison Hershfield Office Administrative & Marketing Coordinator in Burlington, Ontario

Morrison Hershfield, a multi-disciplinary consulting engineering, and management firm located throughout the US and Canada has a full time opening in our Burlington office. We are currently seeking an outgoing, friendly person to fill our receptionist / administrative assistant / proposal support role. We feel it is important that everyone at Morrison Hershfield feels comfortable, welcome and motivated. The diversity of assignments and clients means that the candidate will have the opportunity to work on challenging and varied projects.

Morrison Hershfield is committed to having an inclusive and diverse workforce, with recruitment free of discrimination, ensuring all candidates are given a fair opportunity for employment. We are committed to working with and providing reasonable accommodation to applicants with disabilities.

Responsibilities

Tasks are varied but follow clearly established standard procedures or readily understood instructions with general instructions on routine tasks and detailed instructions on new assignments.

General and Office Management

  • Management of reception and non-BU administrative staff including coaching, annual reviews and timesheets

  • Coordination of workloads and assignment of tasks

  • Coordination of building management (includes dealing with security system, property managers, vendors and contractors)

  • Administrative support to business units for tenders, documents, and proposals

  • Local IT support for IT/IS group

  • Local HR support (new employee setup, orientation, assignment of mentors); Administrate notifications of hires and resignations

  • Office event planning and support

  • Coordination of business unit sales and management meetings including taking of minutes

  • Management of office specific vendors (mail, couriers, office supplies)

  • Leadership role in the situation of emergency or disaster coordination

  • Ensure an active Health and Safety Committee

  • Coordinate inter-business unit activities - monthly sales/marketing meetings, marketing materials and Coordinate Staff meeting

  • Communicate work objectives and work processes, manage and evaluate individuals

  • Assist the Corporate Office Manager and local Office Manager in the preparation of annual office and capex budgets

  • Work to support a safe work environment in the office (office inspections, quality of equipment, et cetera)

  • Liaison with Staff Managers for clerical needs

  • Receive office related payables for approval and forwarding to finance

  • Manage security access

  • The first point of contact for security company inquiries and alarm calls

  • Other projects as may be assigned from time to time

Facilities Management

  • Interact with other divisional staff managers and liaise with internal staff regarding the Ottawa office work environment.

  • Update Office manual/ERP

  • Office maintenance and renovations in co-operation with Corporate Office Manager

  • Participation on the Green Team

Procurement

  • Monitor Building Maintenance and office cleaning issues

  • Coordination of facility renovations and interiors in association with Corporate Office Manager

  • Signatory authority on corporate visa and office expenses; Signatory on petty cash balance

  • Responsible for overseeing purchased goods and services.

  • Analyze requests for goods to determine need and plan for purchases beneficial to more than one division

  • Source suppliers for regular and emergency purchases

  • Contact various vendors and discuss specific commodity requirements; negotiate costs, secure competitive bids based on cost effectiveness

Records Management

Records management to include off-site storage, disposition of records, coding; ensuring files are stored according to corporate policy

Real Estate

  • Manage office floor plans with use of Visual Access data base reporting on occupancy and vacancy rates

  • Coordinate office moves

  • Property Management liaison

  • Maintain landlord and real estate relations

  • University Degree or College Diploma in a related field

  • Outstanding English language skills (including writing, proofreading and editing)

  • Advanced MS Word capabilities

  • Proficiency in Excel, PowerPoint, and Access

  • Creative thinker

  • Purchasing experience

  • Ability to work well in a team environment with constantly shifting priorities

  • Strong sense of professionalism, tact and confidentiality

  • Detail-oriented work ethic

  • Ability to work independently, take initiative (be proactive), and multi- task to meet deadlines in a fast-paced engineering environment.

  • Excellent time management and organizational skills

  • Confidence in interacting with all levels of management and internal and external clients.

  • Previous experience in a consulting engineering environment considered an asset

Requisition #: 2016 - 3405