Job Office Coordinator in Toronto

Office Coordinator

Toronto
Job description

Office Coordinator (Toronto)


Company description


Pinnacle Fund Services (Pinnacle) is a privately-owned company headquartered in Vancouver, that provides high quality accounting and administrative services to hedge funds, private equity funds, and other investment funds in Canada, the United States and internationally. Pinnacle provides clients with responsive service and provides employees with a dynamic workplace and career growth potential. To deliver service to our growing client base, Pinnacle is seeking candidates for an Office Coordinator in our Toronto office.


Job Description


The Office Coordinator is the first voice of Pinnacle. You will assist our employees and clients as they first interact with Pinnacle and answer/redirect inquires when they call. In addition, you will assist our HR team with certain HR administrative tasks. Please note that we have a hybrid culture with most employees working from home with smaller physical space for events and meetings.. We are looking for someone who has the flexibility to come into the office as and when needed.


Responsibilities


General

  • Coordinating all incoming and outgoing mail/courier packages (on occasion)
  • Maintaining and ordering office and home supplies which includes liaising with staff on needs, placing orders, shipping equipment & supplies, maintaining inventory and negotiating rates.
  • Answering the general phone line
  • Assisting with internal staff events such as potlucks, quarterly lunches, staff planning sessions and the annual holiday party
  • Booking staff travel
  • Looking after the common areas of our Toronto office (kitchen, meeting rooms, foyer) and assist with troubleshooting of day-to-day building issues (elevator access, floor closures, equipment maintenance) when required
  • Participating on the Health & Safety committee and maintaining first aid kits and supplies
  • Assisting with data entry in various programs
  • Scanning and filing office documents in a secure location as needed.
  • Compiling invoices for client audits where relevant
  • Additional ad-hoc duties and responsibilities which may be assigned to you by the Management Team and your supervisor.

HR

Recruitment

  • Assisting in coordinating interviews + bookkeeping tests & results with candidates and Pinnacle management
  • Teams Testing
  • Setting up background checks for potential candidates

Onboarding

  • Generate new user request with IT service provider
  • Follow up with Managers & TL on New User Forms
  • Coordinating Nucleus set up & scheduling with new hires
  • Scheduling HR Orientations + Compliance Orientations
  • Updating schedules (ex. coaching schedule, SharePoint, etc.)
  • Ordering IT equipment for all new hires, coordinating and shipping
  • Coordinate phone extension, office access card
  • Testing log in credentials, Teams set up, audio/video and RDS, email access before start date and communicating with staff setup process
  • Inputting new user info./set up in Wrike, Paxus, KnowBe4
  • Computer Systems Orientation (meets with new hires on PETE, SharePoint, LastPass, network drive, nucleus app). Shows them how to use teams & booking meetings.

Offboarding

  • Disabling Access (Wrike, KnowBe4, Sharepoint,office key cards, tokens)

Other

  • Coordinating service awards for staff
  • Announcement (Teams) organizing Bday, Anniversary gifts
  • Laptop sign out for work abroad requests
  • Mailing Manulife Enrollment Forms
  • Coaching call scheduling
  • SoftSkills training scheduling, monitoring
  • Ad Hoc TrakStar support

Bamboo

  • Monitoring outstanding training for all staff on a monthly basis and following up where necessary
  • Monitoring expired work visa’s/Permanent resident status for all staff
  • Providing reports to HR Manager in Q4 summarizing all staff with vacation days exceeded roll forward amount (on a monthly basis)
  • Outstanding training - monthly
  • Providing reports on training completed to Compliance for annual regulatory reporting or audits (privacy and SOC)
  • Audits: Wrike Users, Drives, Paxus
  • Maintaining equipment logs
  • Maintaining phone logs (extension assignments)
  • Update completed training from all staff

Position type: Permanent full-time (hybrid remote work model)


Location: Toronto, ON



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Job Office Coordinator in Toronto

Pinnacle Fund Services

Toronto