Title:  Office Services Coordinator

Office Services Coordinator

We care for humankind – and that starts with our people
Our greatest strength lies not in what we do – but how we do it. It’s the unique individual behind every piece of work who matters the most. Our people make Munich Re a global success.  Working at Munich Re gives us access to the depth, breadth, and mindset we want in order to develop our full potential. That’s why a career at Munich Re is much more than just a job. It’s an invitation to be your very best and make a positive impact on the world.

Overview 
Do you enjoy building relationships and working collaboratively in a team environment with both internal, external and global stakeholders? Do you possess strong analytical and investigative competencies?  As someone with excellent communication skills and business acumen, you will utilize exceptional interpersonal and influencing skills across all levels of the organization.  

We’re looking for our next Office Services Coordinator.  Could It Be You?
Under the direction of Director, Office Services, the Office Services Coordinator provides essential services to all staff of MR Canada.  The successful candidate will demonstrate a natural desire to provide exceptional services through his/her energy, enthusiasm and initiative while maintaining a safe, welcoming and efficiently run environment for all employees, visitors and guests.

Need more details? Keep reading…
Responsibilities include:

Daily Walkthroughs: Daily office inspections and care of office floors, place service calls if necessary for replacement (ie. lights, ceiling tiles), repairs (ie. door handles) or clean-up (ie. water leaks) to Property Management Company via online portal. Responsible to ensure floors meet Office Services standards (ie. health & safety, furniture, etc.).

Catering: Manage, arrange and organize all catering services and related items for all internal and external functions. Order food, beverages, flowers, dry cleaning, rentals, etc. as necessary. Keeps inventory and orders all supplies for cafés, executive severy and snacks. 

Onboarding/Offboarding: In conjunction with HR, manage all aspects of workplace onboarding/offboarding; shipment/set up of equipment, workstation supplies, keys, telephone and ensuring workspace is properly prepared.

Purchase Orders/Invoices: (Coupa) Prepare all department Purchase Orders, ensuring timely submissions and proper coding. Review, code and submit invoices from suppliers for submission.

Joint Health & Safety Committee: Function as staff Representative for Health & Safety Committee; including the scheduling of monthly H&S meetings and trainings throughout the year; act as Fire Warden during building evacuations; and work with H&S committee to identify potential workplace hazards and address in a timely manner.

Multi-Function Printers: Keep inventory and perform testing and updates as necessary.  SME for all multi-function machines.  Responsible for maintaining photocopiers, printers, fax machines (ie. troubleshooting, service calls, training staff). Keeps inventory and orders all equipment parts, toner cartridges and copy paper as necessary.  

Other duties may include:
•    Prepare envelopes and packages for mailing or courier pickup
•    Mail sorting and delivery throughout the office as necessary. 
•    Order business cards, letterhead, envelopes, cheques as requested. 
•    Using OfficeSpace Software, maintain accurate and current floorplans, forecast real estate needs and help co-ordinate employee and furniture relocations.
•    Coordinate off-site storage including retrievals, deliveries and destruction; input and maintenance of records and activity logs.
•    Manage/assist with move related activities (deliver bins, assist in packing, furniture relocations, labelling, etc.) as necessary.
•    Attend weekly team meetings and various other meetings as requested.
•    Organize and escort maintenance personnel and various vendors while on-site.
•    Update Office Services SharePoint site as necessary.
•    Maintain up-to-date log for access cards and issue or replace as necessary.
•    Troubleshoot A/V issues and coordinate with IT or external vendors as necessary.
•    Assesses and troubleshoots “one-off” problems for staff and reports them to the Manager as necessary.
•    Maintain postage machine and refills postage.
•    Assist departments with large document reproduction projects including copying, binding, etc.
•    Learn, administer and utilize software tools/programs as required (i.e.. Envoy, Everbridge, Coupa, OfficeSpace, etc.)
•    Works comfortably with Office Services team to ensure the quality of work by the department as a whole.
•    Assists and cooperates with colleagues during peak periods, vacation times and special projects while maintaining own personal workload.
•    If necessary, run special errands (bank for deposits, groceries, etc.) as requested by Manager.

So are YOU our next Office Services Coordinator? You are if…

First and foremost, we’re looking for well-rounded individuals who are professional, have great communication skills, and demonstrate the ability to build strong relationships with both internal and external clients.  You’ll be joining an energetic and goal-oriented team that uses a collaborative approach to working within all areas of the company, and focuses on achieving the greater objectives of Munich Re.

Specifically, we’re looking for the following qualifications:
•    2+ year’s office experience in a facilities related role
•    High School (minimum); College diploma preferred
•    Has started or is actively seeking a facilities designation
•    Demonstrated accuracy and attention to detail.
•    Good verbal and written communication
•    Demonstrates initiative and good judgment
•    Proficient with Microsoft Office; Outlook, Word and Excel
•    Excellent communication skills; both verbal and written, as well as interpersonal skills
•    Strong organizational and prioritization skills
•    Ability to multi-task
•    Ability to read drawings and floorplans is an asset.

Please note:
•    This is primarily an in-office role, 5 days a week to start.
•    Ability to lift and move boxes (up to 50 lbs.), equipment and furniture as required.
•    Communicates effectively with all levels of staff. 
•    If necessary, willing to work after hours to assist with office functions/events or projects and moves.

In addition to an exciting job opportunity, we offer the following…
•    You will be exposed to challenging projects and development opportunities to grow your skills and career with both local and global colleagues and partners.  
•    A comprehensive total rewards financial program which includes extensive flexible benefits and pension. 
•    A hybrid work environment in an inspiring physical workplace setting.
•    Educational Assistance Programs that continue to recognize your on-going success.
•    AI Disclosure:  While Munich Re may use AI at various stages of our recruitment process, AI is NOT used in the screening, assessment, or selection of candidates - every application is reviewed by our talent acquisition team to ensure a fair and personalized experience.

Click on the link to apply…
Munich Re Canada is committed to providing a work environment that is inclusive and free of employment barriers and discrimination. Accommodations will be made for qualified applicants with a disability throughout the recruitment process.  If you receive a request for an interview and you have a disability which will require an accommodation to support your participation, please contact AODARequestHR@munichre.ca as soon as practical so that suitable accommodations can be arranged.

AI Disclosure:  While Munich Re may use AI at various stages of our recruitment process, AI is NOT used in the screening, assessment, or selection of candidates - every application is reviewed by our talent acquisition team to ensure a fair and personalized experience.

At Munich Re US, we see Diversity and Inclusion as a solution to the challenges and opportunities all around us.  Our goal is to foster an inclusive culture and build a workforce that reflects the customers we serve and the communities in which we live and work.  We strive to provide a workplace where all of our colleagues feel respected, valued and empowered to achieve their very best every day.  We recruit and develop talent with a focus on providing our customers the most innovative products and services.