Job Description
Sinopec Canada
112 4th Avenue S.W. The Ampersand,
East Tower, Suite 2700 www.sinopeccanada.com
Office Services Coordinator
Sinopec Canada is a wholly owned subsidiary of a major International upstream oil and gas company, Sinopec International
Petroleum Exploration and Production Corporation (SIPC) headquartered in Beijing, China. Sinopec Canada has been an active participant in the Canadian energy industry since 2005. Joining Sinopec Canada as an Office Services Coordinator means becoming an important part of our team dedicated to making successful contributions to a sustainable future.
Primary Purpose of Position
Reporting to the Manager of Administration & Office Service., the Office Services Coordinator will be an integral part of the
Administration & Office Services team while providing excellent customer service to internal and external clients.
Roles and Responsibilities
- Coordinate meetings/delegations: Plan and organize materials and presentations, book venues and meeting/conference rooms, venue set-up and take down, and coordinate catering.
- Coordinate and arrange travel requests: Book accommodations, transportation, etc.
- Facility Management: Coordination and execution of all facility repairs and maintenance; Responsible for overall quality and physical appearance of the facility, including but not limited to kitchens, boardrooms, tech centers, bathrooms, common areas.
- Manage inventory: Restock office supplies, kitchen and bathroom supplies, corporate stationary (business cards, letterhead, etc.), and equipment supplies (toner); Create purchase orders including invoice coding details, place orders; Manage outsourced services (i.e., kitchen and toner supply providers).
- Parking: Coordinate parking and provide monthly reports to People and Culture (taxable benefits purposes).
- Security/Access Cards: Order, cancel, and manage access cards for staff; Monitor loaner cards and ensure prompt return;
Quarterly audit (against reports provided by building security) to ensure accuracy and security.
- Manage Mail Desk: Receive, sort, and deliver all incoming and outgoing mail, invoices, and couriers; Maintain cheque log;
Maintain personal courier/postage log.
- Support with onboarding/offboarding: Prepare workspaces with stationary supplies and office furniture; Create and place nameplates; Order business cards, access cards, and parking (as required).
- Additional administrative support: Maintain and organize filing system of paper and electronic documents; Support multidisciplinary teams and the Executive Assistant with various administrative tasks; Greet and assist visitors when they arrive at the office; Receive and fill office requests; Assist in vendor relationship management.
- Special Events/Projects: Assist with coordination of company functions and special events; Coordinate venue, catering, photographer(s), entertainment, etc.; Provide administrative support (printing, binding, name tags, etc.) as required;
Collaborate with Internal Communications to promote and communicate ongoing activities and social events; Prepare event budgets and process invoices; Prepare event itinerary/programs, guest lists, invitations and seek information such as dietary restrictions, name tags, etc.; Venue set-up and take down, including but not limited to decor, catering, entertainment, check- in/registration table, marketing material, etc.; Ensure compliance with insurance, legal, health and safety obligations; Provide event day coordinator support; Conduct pre- and post – event evaluations.
Position Requirements
- Proficient working knowledge of Microsoft Office suite;
- Extremely organized with a strong attention to detail;
- Effective oral and written communication skills with a high degree of confidentiality;
- Punctual and dependable with the ability to manage multiple tasks at one time;
- Display a high-level of integrity in all actions, complying with and promoting the company’s core values, a respectful work environment, and aligning with the code of business conduct.
- Ability to understand and operate effectively in a diverse and multi-cultural environment.
Qualifications
- Bachelor’s degree or above is preferred.
- Ideally 3+ years of related administrative or office service experience.
- Work experience in an international company is an asset.
- Must be legally entitled to work in Canada.
Job Type: Full-time
Schedule:
Education:
- Bachelor's Degree (preferred)
Experience:
- administration or office service: 3 years (preferred)
- international company: 1 year (preferred)
Work Location: In person
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