Title

Office Service Coordinator Reports To

 CFO
 

Summary

 The Office Service Coordinator will support all aspects of the Business Office. Primary duties will include Payroll & time reporting, Health and Safety, contract administration, and general troubleshooting. The Office Service Coordinator will also be responsible other items such as fleet management, mobile phones, or other Business Office items. He/she must ensure the confidentiality (as necessary) of files, and follow company procedures on retention and destruction. The Business Office Coordinator also performs select Human Resource duties as required, including orientation. This individual must demonstrate a strong attention to detail and the ability to balance multiple demands simultaneously. 
The successful candidate will also lead improvements in efficiencies and effectiveness in all areas of responsibilities.
 
Core Competencies         
 

• Communication                         
• Team Work                                            
• Adaptability/ Flexibility    
• Planning and Organizing
• Problem Solving 
• Accountability
• Ethics and Integrity        
• Mathematical Reasoning
• Reliability

Job Duties

• Payroll:
  • Responsible for the accurate and timely processing of bi-payroll, performing various clerical and accounting tasks such as data management and keeping employee information that is relevant to payroll
  • Maintain a wide variety of Payroll information, files and records in written and electronic formats for the purpose of providing an up-to-date reference and audit trail for compliance.
  • Update payroll processes to improve efficiencies
• Health and Safety:
  • Oversee the compliance, maintenance and improvement of the company H&S system including the H&S manual
  • Develop a clear understanding of the H&S manual, company procedures, and the basics of the OHSA
  • Maintain a wide variety of Health and Safety information, files and records in written and electronic formats for the purpose of providing an up-to-date reference and audit trail for compliance.
  • Monitor the receipt of daily job assessment forms and monthly site inspection forms for long-term sites
  • Manage on-site health and safety boards, coordinator health and safety kits, and first aid kits.
  • Manage any incident reports received from field personnel, complete any paperwork necessary for WSIB claims, and maintain up to date files on any serious employee injuries
  • Organize and participate in Joint Health and Safety committee meetings four times per year
  • Participate in accident investigation on-site as needed and be available during project working hours to respond to an accident if necessary.
• Administrative:
  • Manage all administrative paperwork related to projects: Customer agreements; Contractor service agreements; H&S information required by customer; Customer contracts under supervision of C.F.O.; Project schedule of value; Assist project coordinators with project administration on-site as needed.
• Maintain or support functions including but not limited to:
  • Fleet management; tool inventory; cell phone management
• Other related duties as assigned.

Requirements

• High School Diploma, G.E.D. or equivalent.
• University degree in Accounting, Business, Office Administration or Finance.
• Minimum of 3-5 years’ experience in an office setting.
• Experience processing payroll
• Knowledge of accounting, general/bought/sales ledger, journal entries, and bookkeeping experience required.
• Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
• Strong knowledge of Microsoft Office products, including Excel, Access, and Word.
• Knowledge of Human Resource procedures and practices.
• Able to maintain filing systems, databases, and basic diary/minutes management.
• Excellent analytical and problem solving skills.
• Good data entry skills and strong mathematical skills required.
• Meticulous records maintenance skills.
• Good financial and business awareness.
• Strong written and verbal skills to communicate with all levels of the organization and its executive team.
• Strong customer service orientation.
• First Aid skills and/or certificates are considered assets.

Send resumes in confidence to fsnyders@hardie.on.ca