Saturday , February 24 2024

Careers at Canada Post – Administrative Coordinator

Website Canada Post

Job Description:

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.

Job Responsibilities:

  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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,.
  • 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
  • Prepares, undertakes and assumes responsibility for special projects as requested by the functional head, in accordance with management’s needs.

Job 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.
  • Strong organizational, prioritization and time-management skills.
  • Completion of post-secondary (College/University) courses may be required.
  • Excellent writing skills.
  • No previous work experience is required.
  • Completion of secondary school according to provincial standards or equivalent (GED) is required.
  • Ability to work in an environment with tight and often unpredictable and/or conflicting deadlines.

Job Details:

Company: Canada Post

Vacancy Type:  Full Time

Job Location: Ottawa, ON, CA

Application Deadline: N/A

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