Office Administrator
Coconut Software Toronto, ON
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Department: Administration

Summary

Coconut Software is looking for a self-motivated, organized, energetic Office Administrator to join our Toronto office part-time. The Office Administrator is responsible for a wide variety of administrative duties in support of the Chief Revenue Officer (CRO) and the Toronto team in general, and is responsible for planning and overseeing all administrative support and office services for the Company’s Toronto office. Duties include, but are not limited to reception, meeting minute-taking and distribution, scheduling appointments, drafting both internal and external correspondence, coordinating and communicating office activities, shipping and receiving, supplies and stationery, health regulations, and general troubleshooting. In addition, the Office Administrator supports the Human Resources team with carrying out new hire onboarding and first day activities. The Office Administrator is also required to maintain confidentiality and professionally interact with employees, management, and the public while being responsible for the safety requirements of the offices facilities and assets. The office administrator acts as the first point of contact between the Saskatoon and Toronto office so it’s imperative that they demonstrate Coconut’s culture and core values in all interactions, both internal and external.

Primary Responsibilities

  • Provide direct administrative and office management support to the Toronto leadership team.
  • Maintain work schedules and calendars of executive and leadership management in the Toronto office.
  • When needed, assist with preparing travel schedules and accommodations for key personnel for required business trips in an economical and timely fashion, including hotel bookings, car rentals, and so on. 
  • Coordinate logistics of Toronto leadership team programs including meetings, seminars, workshops, special projects, and events.
  • Review all documents, reports, and correspondence prepared for leadership signatures for format, content, grammar, spelling and make edits as necessary.
  • Prepare draft reports, background documentation, and research.
  • Receive, refer, and or/manage all inbound telephone calls, emails, and visitors for the office.
  • Coordinate and implement company-wide social events in tandem with Social Committee members.
  • Troubleshoot and/or escalate office administration issues.
  • Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
  • Review, evaluate, and distribute priority correspondence for Toronto leadership team by facilitating communication from department managers, business unit leaders, and project managers.
  • When necessary, assist with completing expense reports.
  • Prepare and review presentations.
  • Present a positive and professional image of the office to all visitors, suppliers, inquiries, and other persons.
  • Coordinate office seating arrangements for business units and assign desks, phones, and other assets as necessary.
  • Assist in the management of building security, such as the assignment of keys and alarm codes for approved personnel.
  • Communicate the organization's safety policies in accordance with applicable federal safety standards and local laws.
  • Ensure adequate supplies of office kitchen supplies & snacks, office stationery, general office supplies, office furniture, and other equipment.
  • Order team lunch on a weekly basis.
  • Planning & coordinating Board meetings that take place at the Toronto office.
  • Other duties as required.

Qualifications 

  • Post Secondary training in Business Administration, university degree in a relevant discipline, or an acceptable combination of education and experience required.
  • 3-7 years' experience in an Administrative role preferred.
  • Strong knowledge of office procedures and practices, including knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
  • Knowledge of accounting procedures involving procurement, travel, and budget management and experience in managing third-party service providers.
  • Able to maintain filing systems, databases, and basic diary/minutes management.
  • Knowledge of local and federal regulations and ordinances.
  • Keen attention to details.
  • Excellent analytical and problem solving skills.
  • Proficient with Microsoft Office Suite & Google Suite 
  • Resourceful and flexible.
  • Proven organizational and time management skills.
  • Meticulous records maintenance skills.
  • Superior telephone manners and strong interpersonal skills.
  • Good financial and business awareness.
  • Strong written and verbal skills to communicate with all levels of the organization and its leadership team and board members.

Who is Coconut Software?

Coconut Software is an enterprise customer engagement platform that is implemented by some of the biggest companies in North America including Capital One, RBC, Rogers, and Bell. Founded in Saskatoon by 2018 Woman Entrepreneur of the Year, Katherine Regnier, the company has grown to 60 employees with offices in Saskatoon and Toronto. After recently closing another successful financing round, the company has ambitious plans to continue its rapid growth. 

With company perks like cabana days, catered lunches, and flexible work hours, Coconut has created a company culture that is best in class. We are about people, passion, and performance and as a people-first company with exciting growth plans, Coconut is an excellent place to launch your career!

Mission

Modernizing how Banks and Credit Unions engage because everyone’s time is money.

Values

Collaboration. Honesty. Empathy. Elevate. Respect. Share.

Perks

  • Health & Dental Benefits 
  • Weekly Catered Lunches 
  • Flex time
  • Employee Stock Option Purchase Plan (ESOP)
  • Apple Equipment
  • Parking Allowance
  • Social Committee Activities
  • Professional Development 
  • Short Term Incentive Plan
  • Cabana Days - 8 additional paid days off annually
  • A People First Company - 4.9 rating on Glassdoor
 
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