Conair Group Inc. is seeking a highly organized and detail-oriented Office Coordinator / Administrative Assistant to efficiently oversee reception and administrative operations. Reporting to the Director of Human Resources, the incumbent will provide comprehensive support across four key areas: Maintenance, Business Development, HR, and Corporate Administration. Key responsibilities include managing guest receptions, answering the switchboard, overseeing office supply inventory, facilitating communication for general inquiries and social media platforms. The ideal candidate will possess advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams) and demonstrate exceptional organizational, communication, and multitasking skills.
Specific Responsibilities
Maintenance Responsibilities:
- Oversee uniform orders and distribution.
- Coordinate contractor setup.
- Track and order office supplies.
- Assist the Maintenance Admin Coordinator as needed.
Business Development Responsibilities:
- Manage RSVPs for events and coordinate promotional material distribution.
- Prepare quarterly newsletters and digital communication slides.
- Assist with internal events, base swag packaging, and maintaining the photo library.
- Coordinate meal/hotel reservations and Hangar Tours for guests.
- Monitor social media platforms and industry news.
Corporate Admin Responsibilities:
- Manage incoming calls, welcome guests, and book meeting rooms.
- Maintain cleanliness of the reception area.
- Order supplies and arrange catering for meetings and events (including the Xmas party).
- Handle mail distribution (incoming, outgoing, and courier tracking).
- Assist with filing, photocopying, printing, and processing expense forms.
- Sign in/out visitors and maintain the logbook.
- Coordinate VIP meetings and assist with bookings.
- Operate office equipment (copiers, scanners, phones).
- Assist with travel arrangements and vehicle rentals.
- Perform additional duties as needed.
HR Responsibilities:
- Coordinate candidate welcome and logistics.
- Manage Years of Service Pins/Letters and support internal events.
- Assist with onboarding, create photo IDs, and maintain related files.
- Conduct reference checks.
- Provide assistance for job fairs.
Required Knowledge, Skills and Abilities
- Detail oriented with the ability to adapt quickly to changing needs and requirements.
- Ability to prioritize multiple tasks and work both independently and in a team environment.
- Strong interpersonal skills and the ability to work with employees at all levels.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Ability to represent oneself and Conair in a professional manner in all dealings.
- Good analytical and problem-solving skills.
- Ability to use discretion and independent judgment when dealing with issues and problems.
- Knowledge of basic bookkeeping.
- Knowledge of standard office equipment including telephone systems, photocopiers and mail machines.
- A valid class 5 Drivers’ license and reliable transportation is required.
Education and Experience
- Completion of Grade 12;
- Post-secondary education in business or administrative preferred.
- 4 years of previous experience in a similar administrative role.
