Office Coordinator - HALIFAX,NS

at  Convergint Technologies Ltd

Convergint is looking for a Full-Time, team-oriented, results-driven, Business Services Coordinator, to join our amazing culture at our Halifax, NS location. The Business Services Coordinator provides skilled administrative support, contributing to the overall effectiveness of the Management team and will relieve Managers of daily and longer-term administrative workload activities, through the handling of action items, and the performance of assigned tasks. You will greet and assist customers (visitors, customers, colleagues) in face-to-face interactions or by telephone, serving as the first point of contact to providing exceptional customer experiences.

• Acts as the first point of contact in answering incoming calls, screening calls where necessary and routes to appropriate colleagues. Relays all messages in a prompt and professional manner
• Greets all visitors to Convergint in a professional and courteous manner. Ensures that all customer experiences on Convergint’s premises are positive
• Provides administrative support as required. This includes, but is not limited to scanning of documents, photocopying, filing, typing assignments, entering time sheets, and/or entering purchase orders.
• The key point of contact in organizing and prioritizing electronic calendars for (4) Convergint boardrooms for meetings and events. This includes the coordination of all meeting needs such as arranging catering, preparation of the boardrooms, and conference call coordination.
• Coordinates Convergint Canadian travel which includes flights, accommodations and vehicles in accordance to our Corporate Travel Policy.
• Provide support as required for setting up new laptops and cell phones for new colleagues.
• Distributes all incoming mail and faxes in a timely fashion.
• Processes all incoming and outgoing mail daily. This includes monitoring the postage machine ensuring access is limited to key personnel and alerting AP Technician when monies are low.
• Responsible for scanning and retaining documents as required in accordance with Convergint’s records retention policy.
• Ordering and stocking of office supplies maintaining our minimum / maximum requirements.
• Ordering of business cards for all colleagues in Canada.
• Keeps the front office area and any public areas in a neat and orderly condition.
• Responsible for updating CSP Opportunity Reports on a monthly basis.
• Work with the CSP Coordinator on overflow tasks such as compiling and maintaining the customer contact database and data entry of the CSP plan into iCare, Convergint’s planning and scheduling tool.
• Provides back up during peak teams in handling “service” calls, including service dispatching, tracking and scheduling of calls and call status.
• Creation of Power point presentations and flow charts for high profile meetings such as semi-annual operation meetings and annual general meetings. Provides the necessary support with the graphics and formatting.
• Provides support and leadership in organizing and coordinating Convergint’s social programs including, but not limited to Convergint Day and fundraising initiatives.
• Participates in the annual archiving of various Convergint records in accordance with our records retention policy.
• Acts as “our customer’s best service provider” at all times thereby ensuring Convergint Technologies is the customer’s first choice for service