Administrative Coordinator Job at Canada Post – Postes Canada – in Etobicoke, ON
Business Function: Administrative Support
Primary City: Etobicoke
Province: Ont. – GTA
Employment Type: Full-Time
Employment Status: Permanent
Language Requirement: English Essential
Employee Class and Level: CPXMA01
Number of Vacancies 1
Job Closing Date (MM/DD/YYYY): 06/01/2022
All qualified candidates will be considered however preference will be given to Indigenous people (First Nations, Metis or Inuit) or persons with a disability. This is a special measure employment equity initiative and candidates from this group who wish to qualify for preferential consideration must self-identify.
Health and safety is our highest priority. With vaccination shown to be the most effective tool to reduce the risk of transmission of COVID-19 and protecting individuals from severe consequences of this virus, Canada Post has implemented a Vaccination Practice. Accordingly, you will be required to attest to being fully vaccinated. If you are unable to be vaccinated, you may request an accommodation due to a medical, religious, or other prohibited ground of discrimination as described in the Canadian Human Rights Act.
The Administrative Coordinator provides comprehensive administrative support for the efficient operation of the Director’s organization, and serves as an information and communications resource with employees, union representatives, customers and local, regional and national management at Canada Post.
Below are the main job requirements and responsibilities for the Administrative Coordinator.
Works in partnership with other members of the team. Ensures the timely and effective delivery of key activities by determining the delivery schedule, preparing materials, maintaining a timeline and follow-up with key stakeholders. Activities include, but are not limited to leave calendars, SAP entries, presidential correspondence, and Ombudsman requests.
Exercises delegated authority managing the Director’s email account. Opens, sorts, prioritizes, manages electronic file folders, and responds to general inquiries and requests from staff. Redirects emails and/or incoming correspondence requiring specific staff expertise for response.
Creates meeting and project calendars for the Director, including coordinating master scheduling by receiving and reviewing scheduling requests, managing calendars, setting up appointments, scheduling meetings, and identifying potential conflicts.
Maintains an up-to-date master filing system (electronically and/or manual) for the office, including correspondence, invoice payments, leave records, expense reimbursements, and general information for archiving and retrieval
Makes travel arrangements for the Director and/or other team members. Prepares advance itineraries and post-travel expense reports. May help to prepare briefing material, as applicable.
Job Responsibilities (continued)
Assists with the management of the office budget including accounting, record keeping and reporting. Purchases primary office supplies and confirms receipt of goods. Reviews all expense claims and certifies selected items adhere to the corporate chart-of-account information. Prepares reports for payment authorization,.
Manages the Director’s support needs assisting with email and written communications. Provides office coverage, including such tasks as answering telephones, greeting visitors, copying, faxing, processing claims for payment and maintaining a master filing system.
Coordinates all activities and documentation for Director-driven meetings, conference calls and regional conferences. Prepares agendas, arranges for and communicates logistics, and as required, prepares and distributes minutes, including follow-up with appropriate leads on outstanding action items. Organizes meeting requirements such as conference rooms, catering, audio and visual equipment and other requirements.
Engages in work assignments designed to challenge and increase understanding of the organization. Participates in training and professional development opportunities to enhance effectiveness and increase knowledge. As required, provides on-the-job training and orientation to new staff.
Prepares, undertakes and assumes responsibility for special projects as requested by the functional head, in accordance with management’s needs.
Completion of secondary school according to provincial standards or equivalent (GED) is required.
Completion of post-secondary (College/University) courses may be required.
No previous work experience is required.
Other Candidate Requirements
Knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint and Access.
Ability to work with general equipment such as desktops, fax machines, photocopiers, scanners, video conferencing and telephone systems.
Excellent writing skills.
Strong organizational, prioritization and time-management skills.
Ability to work in an environment with tight and often unpredictable and/or conflicting deadlines.
Please note this is an in-person role with some flexibility for remote work based on operational needs.
Management employees who reside outside the geographic area of competition are invited to apply provided that no relocation is required OR the employee is willing to pay for their own relocation
Safety Sensitive Positions
This position may be considered a Safety Sensitive position.
Canada Post will represent Canada’s diversity and provide a safe and welcoming workplace that embraces and celebrates our differences. We are committed to employment equity and encourage applications from women, Indigenous People, persons with disabilities and visible minorities.
Disability is defined as a persistent or episodic physical, sensory, or mental health condition and/or functional limitation. Disability includes both visible and hidden conditions and/or limitations that may impact vision, hearing, mobility, flexibility, dexterity, pain, learning, developmental, mental/psychological, and memory.
Conflict of Interest
The Conflict of Interest Policy prohibits employees from hiring, supervising or reporting to, directly or indirectly via the reporting hierarchy, their immediate family or close personal relations. Should you feel that you may be in an actual or potential Conflict of Interest in regard to this job opportunity, you must communicate with the designated Human Resources representative.
Canada Post is committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you are contacted by Canada Post regarding a job opportunity, please advise if you have any restrictions that need to be accommodated. All information received in relation to accommodation will be kept confidential.
Your application must clearly demonstrate how you meet the requirements as Canada Post cannot make assumptions about your education and experience. We thank all those who apply. Only those selected for further consideration will be contacted.
Our Leadership Behaviours
Decision Making – A champion of the organization who takes calculated risks and makes prudent, common sense decisions about current issues, future opportunities and resource requirements in a timely, well thought out manner that aligns with the corporation’s best interests.
Accountability – An individual who strives for performance excellence and who holds themselves and direct reports accountable for decisions and actions and for learning from mistakes when intended results are not achieved.
Business Orientation – A proactive individual who understands the competitive nature of the business, and is committed to sustaining the business through excellent customer service and new business opportunities.
Execution – A focused and self-motivated individual who acts with a sense of urgency and delivers on time and within budget, by dealing effectively with challenges and ambiguous situations.
Leading People – A compelling communicator and leader who engages, motivates and inspires others to achieve results and who encourages personal growth and finding better ways of doing things.
We value diversity as an essential part of who we are as a company, how we operate and how we see our future. We believe that attracting, developing, and retaining people who reflect the diversity of Canada is essential to our success because this matters to all communities and customers we serve.
Canada Post’s corporate values reflect the principles, beliefs and aspirations that guide our behaviour and shape our culture.
Safety – We are committed to a safe and healthy environment for all our stakeholders.
Customer – We serve Canadians with pride and passion.
Respect – We treat each other with fairness and respect.
Integrity – We act responsibly and with integrity.
Transformation – We will innovate and transform to win in the marketplace.
Company: Canada Post – Postes Canada –
Company Location: Etobicoke, ON