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The Hayward Group: Office Coordinator

The Hayward Group

This is a Contract position in Montreal, QC posted June 7, 2021.

Location:Calgary, ABNote: During training, a physical presence at our Kensington office will be required.

After training is complete, this role could involve the opportunity to work 1-2 remote days per week, to be discussed in advance and based on individual and business needs.

Potential remote work arrangements are subject to change based on business needs.Objectives:Our clients, Calgary Career Counselling and Synthesis Psychology, have an exciting opportunity for an Office Coordinator.

They are looking for a highly-capable administrative professional who is eager to contribute in a variety of ways to these busy, entrepreneurial counselling practices; performing the duties of both an office manager and an administrative assistant, whenever and whichever is required.This includes overseeing day-to-day business operations, supporting management, and supervising administrative staff; while also improving office operations, resolving client concerns, periodically working on consulting projects, performing basic bookkeeping and frontdesk/administrative assistant duties, and supporting clients for associates who sublet office space from the company.Job Type:Full TimeStandard (5 days, 35 hours per week)Qualifications:At a minimum, we require:College Diploma.3 years in an Office Coordination, Administrative Assistant or similar role, working in a busy office environment that serves clients.Experience working in multifaceted administrative positions, capable of performing the duties of both an office manager and administrative assistant.Ideally, you are also:Experienced and enjoy overseeing and training office staff.Comfortable using technology and software (e.G., using client scheduling software, and Microsoft365 applications such as Sharepoint, Excel, PowerPoint, Word, and Teams).Comfortable working with numerical data and Excel spreadsheets.Energetic and able to multitask and manage multiple priorities, as well as adapt to shifting priorities and deadlines; good time management skills are a must.Organized and detail oriented; always seeking ways to work more effectively and efficiently.Confident and able to make decisions quickly, while recognizing when to use a cautious, thorough approach.Willing to work independently but also willing to take direction and check with others to confirm and consult on tasks.Supportive and open-minded, while also comfortable asking clarifying questions and speaking up when necessary.Positive, with a collaborative ‘can do’ attitude; willing to help out wherever and whenever needed.Strong in interpersonal and written communication skills.Confident, warm, tactful, diplomatic, have an approachable interpersonal style, and a professional approach to interacting with clients, staff, and associates.Able to handle a heavy workload, which can be stressful at times.Open to feedback and have an interest in learning and growing.Willing to invest in a long-term career in office coordination with the firms.

Although an interest in psychology and the ‘helping professions’ is an asset, we are not seeking those interested in pursuing a psychology career.Responsibilities:Office ManagementDeveloping and implementing improvements to office procedures and systems.Managing filing / record keeping system.Reading and analyzing incoming correspondence (e.G., email, reports) to determine their significance and determine actions required.Scheduling events, programs, and activities.Encouraging positive office culture.Taking accurate notes and minutes in staff meetings.Resolving escalated client issues (e.G., billing, complaints).Maintaining professional relationships with external vendors (printer, IT, building management, etc.).Providing information to supervisors, co-workers, and direct reports by telephone, in written form, e-mail, or in person.Overseeing website and social media content.Staff ManagementSupporting Administrative Assistant; covering duties as needed (lunch breaks, illness), which includes answering inquiries and providing information to clients and other interested parties regarding the firm’s services and staff.Overseeing additional part-time administrative support and volunteers (delegating tasks, training, and hiring when necessary).Coordinating vacation schedules and other staff needs (sick time, parental leaves, etc.).Monitoring staff performance and reporting information to Practice Lead; assisting with solutions to support the team and practices to thrive e.G., facilitating follow-up with clients etc.Preparing employment contracts and onboarding new employees.Ensuring that staff professional memberships and insurance policies are up-to-date.AccountingPreparing invoices, reports, and other documents.Analyzing financials and making suggestions for cost-saving measures.Basic bookkeeping (accounts payable, accounts receivable, monthly reconciliation).Coordinating with external Accounting firm about staff questions and updates.Tools and TechnologyWorking with, and troubleshooting, software and online platforms such as the Microsoft Office suite (Word, Teams, Sharepoint, PowerPoint, Excel), WordPress, Quickbooks, and Full Slate/Jane (online scheduling platforms).Using standard office equipment such as phones, printer/scanner, etc.Project Support (Occasional)Collecting information, compiling data, and preparing documents for consideration and presentation.Assisting with the development of Powerpoint presentations / workshop materials, marketing materials and proposals; formatting and editing materials / reports.COVID-19 MeasuresEnsuring shared spaces are sanitized by Administrative Assistant (Moneris machine, door handles, kitchen etc.) and maintaining the supply of cleaning materials.Overseeing communication with our clients about our office policies, and updating communications based on evolving regulations.Wearing a mask while working in office.Similar Job Titles:Administrative Services ManagerAdministrative SpecialistOffice AdministratorOffice CoordinatorOffice ManagerOffice SupervisorSenior Administrative AssistantSenior Administrative SupportSenior AdministratorSenior Office Support[Very Important when applying, please include a cover letter that explains why you feel you would be a good fit for this position and these two practices]Client Profile:Calgary Career Counselling (CCC) is a firm of Psychologists and Career Advisors who specialize in career planning and development.

Their mission is to help people and organizations achieve their best through comprehensive, collaborative, and customized career development services based on a diverse portfolio of psychological expertise.Synthesis Psychology (SYN) is a firm of Psychologists and Social Workers who specialize in personal counselling.

With diverse expertise and extensive experience, their mission is to promote personal growth and development in a supportive environment.The CCC and SYN team is client-focused and value excellence and integrity in their work.

The office culture is collaborative, team-oriented, and fun.