PRIMARY PURPOSE/ROLE:

The Office Operations Coordinator is accountable to the company President. As a member of the operations team, the Office Operations Coordinator is responsible for effectively supporting regular business operations, supporting and assisting management level staff and acting as the main point of contact for our clients and employees.

KEY ACCOUNTABILITIES:

Administrative Support – Overall responsibility for providing personalized secretarial and administrative support to the office and staff.

Undertake the tasks of receiving calls, taking messages, running errands, routing correspondence and handling requests and queries appropriately.
Effectively coordinate daily scheduling, plan appointments, make arrangements and facilitate internal communication.
Ability to maintain confidentiality and exercise discretion regarding information at a management level.

Human Resources Coordination – Overall responsibilities for Opulent Cleaning Services human resources physical and electronic information system including:

Coordinate the recruitment/hiring process by sourcing candidates, performing background checks, shortlisting, issuing employment contracts and other company related forms.
Perform orientations, onboarding and schedule training for newly hired staff.
Coordinate the termination process by issuing termination/resignation letters, answering final pay related inquires and completing other offboarding related activities.
Ensuring commitment and adherence by all staff to the occupational health and safety act and to the Workplace Safety and Insurance Board policies.

Payroll Coordination – Overall responsibility for Opulent Cleaning Services payroll operations including:

Maintain accurate payroll information by collecting, calculating and entering data into payroll management software.
Calculate pay according to hours worked incorporating bonuses, commissions, severance and vacation where appropriate.
Answer questions/concerns regarding payroll from employees and upper management.
Update paper and electronic payroll records by entering adjustments on pay rates, employee status changes and direct deposit information.

Customer Service Coordination – Overall coordination of Opulent Cleaning Services client experience and client interactions including:

Improve client experience, create engaged customers and facilitate organic growth.
Take ownership of client’s issues/complaints and follow through to resolution.
Keep accurate records by documenting client’s accounts with actions taken and discussions.

Visit Scheduling and Dispatch Coordination – Overall responsibility for Opulent Cleaning Services Client appointment schedule including:

Book, cancel, and amend scheduled cleaning visits.
Respond to client inquiries by phone, email, and Facebook.
Update and maintain all client information.
Use critical thinking skills to accurately and efficiently plan daily routes.

Special/Other Project Coordination – Accountable for coordinating the effective coordination of multiple regular and special projects for the company.

Includes organizing the work of self and delegating the work of others to conduct research, compile statistics develop reports, and communicate results.
Other duties as assigned to complete projects.

REQUIRED EXPERIENCE AND SKILLS

Proven work experience as an Administrative Coordinator/Assistant, Office Manager or similar role required.
Hands-on experience with Microsoft Office Suite of products (particularly Word, Excel and Outlook).
Basic math skills and familiarity with office equipment, like printers, mail meters and computers required.
Solid time-management abilities with the ability to prioritize tasks without direction.
Excellent command of English language in both verbal and written form.
Valid G License and own vehicle required.

NATURE AND SCOPE:

Interpersonal Skills – Internally this position interacts with senior operations management, along with Cleaning Supervisors and Cleaning Specialists. This position requires the regular collaboration with colleagues at all levels within the organization. Externally this position interacts with clients of Opulent Cleaning Services. This position requires polished customer service skills with a client-focused ideology.

Level of Responsibility – This position is responsible for the overall coordination of Opulent Cleaning Services administrative operations. A moderate level of responsibility is required for this role, the incumbent should not expect to leave work at the office and be ready, able and willing to deal with issues, concerns or job requirements as they arise regardless of regularly scheduled work hours.

Decision-Making Authority – This position has some decision-making authority and should be able to make quick but informed decisions regarding processes and/or issues that may arise during the course of business.

Physical Demands – This administrative role includes an office setting. This position involves little physical demands resulting in fatigue, strain and unlikely injury. The incumbent may occasionally be required to lift boxes containing supplies delivered to our office.

Working Environment – This role is exposed to stress and pressure associated with administrative positions. The role involves multiple and/or tight deadlines beyond one’s control and constant interruptions both during and sometimes after hours (i.e. phone calls, emails, and unplanned but urgent service requests) that are impacted by varying client volumes throughout the course of business.

Opulent Cleaning Services Inc. is an equal opportunity employer. We thank all those who apply, however, only those selected for an interview will be contacted.