Front Office Coordinator (IL)

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x flag Posted: 2013-12-27 11:21pm

We are a growing GREEN company in need of a Front Office Coordinator.

Ideal Candidate:
The ideal candidate is a self-starter who is willing to step in and help the team when necessary. The front office coordinator is the face of the company and must possess excellent written and verbal communication skills. We are a small company in an exciting industry that experiences lows and highs so an ideal candidate must be comfortable with both.

Job Duties:
-Greet guests in a professional, friendly, hospitable manner.
-Answer and direct calls using a multi-phone line
-Sort and disperse mail to appropriate team members
-Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
-Maintains office equipment, setup repairs if needed
-Order and track office supplies
-Keep common areas clean and presentable
-Maintain the company calendar and accurate attendance record of all team members.
-Create travel booklets for the team members who travel out of town
-Book all travel for team members, which will include: Booking airline flights, car rentals, and housing/hotel rentals.
-Act as a support role to all other team members by jumping in when help is needed
-Other tasks as assigned

Qualifications:
-Possession of High School Diploma or equivalent (GED), however an associate's degree or higher is highly preferred.
-6 months to 1 year of relevant experience and/or training, or equivalent combination of education and experience.
-Knowledge of MS Office Suite (Word, Excel, Outlook)
-General computer knowledge
-Excellent multitasking skills
-Strong organizational skills
-Excellent phone etiquette
-Must be punctual
-Ability to work independently on assigned tasks as well as to accept direction on given assignments
-Able to work collectively with the administrative team associates

The front office coordinator is seen as an entrance into the company. We are looking for someone who wants to be a part of a team and does not mind assisting even if the tasks are out of their job description. This position comes with growth potential as well as full benefits after a 90 day probation period.

Work Environment:
We are a team oriented business that provides a casual and energetic environment.

Work hours: Monday through Saturday 8:00 am to 5:00 pm with some additional overtime on occasion.

*Please Email resumes to apply
No phone calls please.

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The Permanent Mission of Canada to the United Nations and the Consulate General of Canada in New York are seeking a Corporate Services Manager to provide corporate and emergency management services to both missions, as a member of the joint Common Service team.

POSITION TITLE: Corporate Services Manager
SECTION: Management and Consular Section
LOCATION: Permanent Mission of Canada to the United Nations, New York
POSITION NUMBER: EXT-417770
LEVEL: LE-09
STARTING SALARY: $101,688 USD plus benefits
COMPETITION NUMBER: 2013-17
DATE POSTED: December 12, 2013
CLOSING DATE: January 13, 2014

OPEN TO:

- Persons residing in the tri-state metropolitan area.
- Employees of the Permanent Mission of Canada and the Consulate General of Canada in New
York.
- Employees of any Canadian Mission in the U.S. (Relocation fees will not be paid in any
circumstance.)
- Spouses and dependents of Canada-based staff at the Canadian missions in New York.

All applicants must:
- Meet all of the essential requirements stated below
- Be a U.S. resident
- Have independent work authorization in the U.S.
- Submit resumes and cover letters by the closing date. The covering letter must specify, using
concrete examples, how you meet the essential requirements for this position

CONDITIONS OF EMPLOYMENT (must be met):
- Eligibility for a Government of Canada Reliability Status which includes a criminal and credit
background check, and
- Independent work authorization in the U.S.
- Candidates who are Canadian citizens who are eligible to receive a Government of Canada
security clearance at the SECRET level in accordance with the Department of Foreign Affairs
and International Trade guidelines are strongly preferred.

TRANSFER: Employees of the Permanent Mission of Canada and the Consulate General of Canada in New York, the Embassy of Canada or any Canadian Consulate in the US currently at this level may apply by requesting a transfer. You will be part of the competition and will be assessed against the rated requirements. You must advise your current supervisor of your interest. Relocation fees will not be paid in any circumstance.

EMPLOYMENT TENURE: There is one term position available with a specified period of employment for three (3) years. This competitive staffing process may be used to create an eligibility list of qualified candidates for this position and similar positions with various tenures, including indeterminate, term, and acting opportunities at the Canadian Consulate in New York. When you submit your application, you must specify all types of employment tenures for which you wish to be considered, e.g., indeterminate, term, and/or acting.

SUMMARY OF DUTIES:
Under the general direction of the Head of Management and Consular Services, the Corporate Services Manager contributes to common service delivery to the Permanent Mission of Canada and the Consulate General of Canada in New York by developing strategic directions and operational strategies to meet ever-changing challenges and opportunities, managing and delivering the property and materiel program including managing and supervising staff, delivering visits management for all official (including high level visits), logistics and general administrative services, and supporting or directly delivering financial, human resource and emergency management for the two missions. The Corporate Services Manager also provides advice, guidance and support to the missions' management teams, including Heads and Deputy Heads of Mission, Mission Management Committees and the Regional Services Center, and fosters and maintains liaison with a network of key diplomatic, federal, local and multilateral government authorities and private sector contacts. The Corporate Services Manager also develops and recommends new policies and procedures, reviews, evaluates and updates administrative directives, policies, procedures and business processes.

ESSENTIAL REQUIREMENTS:
Candidates must demonstrate clearly how they meet the Education and Experience requirements listed below:

EDUCATION:
Bachelor's degree from an accredited college or university in a field relevant to the duties required for the position (e.g. Management, Public Administration), or a degree from a recognised university in any field supplemented by formal business training and relevant work experience in a supervisory role in administrative work.

EXPERIENCE:
- Recent experience providing administrative service functions such as property management,
procurement/contracting, finance, human resources, etc. to a significant group of employees
and/or programs/sections in an organization, for an extended period of time.
- Recent experience in a supervisory role managing a significant number of staff, for an
extended period of time

LANGUAGE REQUIREMENT:
A high level of proficiency in both written and spoken English is essential. Ability to work in French will be an asset.

RATED REQUIREMENTS:
Candidates who meet the Education, Experience and Language requirements will be assessed on the following qualifications. The assessment may include a written test, an interview, an in-basket exercise, a skills test, and/or reference checks, or any combination of these methods.

KNOWLEDGE:
- Knowledge of methods, techniques and practices of providing common administrative services
in a dynamic operating environment, as related to resource management, business planning,
financial accounting and budgeting, risk management, project management, facilities
management, procurement, contracting, leasing, staffing, client service and logistical support
- Knowledge of techniques, approaches, and practices in effective supervision of subordinates,
including management of performance, learning and development, conflict resolution, staff
relations and change management
- Knowledge of protocol as related to diplomacy, interaction with VIPs, and local/state and
federal government and international organizational context, and management of visits and
high profile events.

ABILITIES:
- Ability to assign, coordinate, and manage the work and performance of subordinates
- Ability to manage resources, plan and forecast requirements, analyse and provide strategic
advice
- Ability to manage multiple priorities and resolve problems with tight deadlines
- Ability to work independently in a proactive and accountable manner
- Ability to communicate effectively and orally and in writing.

PERSONAL SUITABILITY:
- Adaptability/Flexibility
- Impact/Influence/Resourcefulness
- Client Focus
- People/Team Leadership
- Interpersonal relations, including with clients (including VIPs) and colleagues
- Sound Judgement, and
- Integrity

*Reference checks may be conducted to validate information presented by candidates in relation to rated requirements.

SELECTION PROCEDURE:
The staffing process will consist of a review of all applications to ensure that applicants meet the essential requirements. PLEASE NOTE THAT FAILURE TO MEET ANY OF THE ESSENTIAL REQUIREMENTS ELIMINATES CANDIDATES FROM FURTHER CONSIDERATION IN THE COMPETITION.

The assessment may include an interview, a written test, reference checks and other tests that will consist of a series of questions designed to evaluate each applicant's knowledge, abilities and personal suitability for the position. All candidates are required to show proof of legal status to live and work in the US.

The Permanent Mission and Consulate General of Canada offer a competitive salary, generous leave and a strong benefits package to include medical, dental, long term and short term disability and a retirement savings plan to name a few.

The Permanent Mission and Consulate General of Canada are committed to conducting inclusive, barrier-free selection processes.

METHOD OF APPLICATION:
Applications are to be sent by the closing date. In completing their applications, candidates will confirm that they meet all the essential requirements and take care to relate their work experience to the requirements being assessed. On subject of email, write only your last name in caps followed by competition number: Ex. SMITH -- 2013-17. Hard copy applications will not be accepted.

HOURS OF WORK:
Normal hours of work for this position are in accordance with Locally-Engaged Staff regulations of 37.5 hours per week. The successful candidate must be willing to work overtime on occasion and when required. Location: ILPrincipals only. Recruiters, please don't contact this job poster.do NOT contact us with unsolicited services or offerspost id: 4261686386

posted: 2013-12-27 11:21pm

updated: 2013-12-27 11:21pm

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