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