Office Coordinator (RFT)

Office Coordinator

WHO WE ARE

As a recognized leader in emergency communications, E-Comm is an organization that provides first responders and the public with critical life-safety services in communities across B.C. Our people are passionate about their work and public safety. We operate two emergency communications centres - one located in Vancouver and one in Saanich. E-Comm also provides integrated police, fire call taking, dispatch services to more than 70 police and fire departments, and owns/operates the largest multi-jurisdictional, tri-service wide-area radio network in B.C. We are proud to serve communities across this beautiful province through our four operational and administrative locations in Vancouver, Burnaby and Saanich. Learn more at www.ecomm+11.ca

At E-Comm +-1-1, we are committed to building a diverse and inclusive workforce that represents the

many communities that we proudly serve.

OUR VALUES

RESPECT | ACCOUNTABILITY | INTEGRITY | SERVICE | COLLABORATION

WHO YOU ARE

Reporting to the Director, Operations, the Office Coordinator provides administrative support to the Supervisors and Managers in the emergency communications department, including scheduling and coordinating appointments and meetings; processing confidential matters; preparing agendas and taking meeting minutes; making travel arrangements;, submitting service desk tickets; typing, editing and proofreading a variety of documents; maintaining and controlling a variety of records, files and correspondence; and relieving superiors of routine administrative details.

WHAT YOU WILL DO

Provides a variety of administrative support to Operations Director, Managers and Supervisors and Operations staff as well as supports the Executive Assistant in Operation as needed.
Prepares agendas and takes and distributes meeting minutes; processes confidential matters; composes correspondence; makes travel arrangements; prepares expense reports; and processes, submits service desk tickets, completes registration for events and other external activities.
Gathers, compiles, summarizes a variety of information and prepares related routine and ad hoc correspondence and reports
Provides support for setting up and maintaining inclement weather protocols as needed. Assists in the planning and coordination of the annual operations floor evacuation in close collaboration with Operations Leadership, Business Continuity and other internal partners.
Prepares materials, sets up and cleans up rooms after Operation meetings
Responds to general enquiries and acts as general reception. Completes standard forms, various data entry requests and maintaining paper and digital files and records.
Reviews, develops, recommends and implements new and improved office procedures.
Supports the Executive Assistant in preparing for reoccurring internal Department staff events and distributes materials and awards as directed including making arrangements for staff meals, distributing staff gifts and corporate items and providing committee meeting support (i.e. preparing invites or other materials)
Plans, organizes and conducts staff engagement events in collaboration with People & Culture
Assist in the onboarding of new operations staff including but not limited to assigning headsets and lockers, creating welcome posters for notice board etc.
Supports monthly credit card reconciliation for the Senior Operations Leadership team in collaboration with the Executive Assistant and Finance
Maintains staff update bulletin boards; Coordinates with Corporate Communications on the posting of material on the corporate intranet web sites as required.
Updates, standardizes and maintains Operations specific email distribution lists, and maintaining on-call escalation manager scheduling in calendars.
Schedules and coordinates appointments and meetings; coordinates and schedules calendar invites for side-by-side visits with the appropriate supervisors
Maintains a department inventory of supplies and equipment supporting day-to-day Operations and distributes to staff on the operations floor
Follows organization process and policies to order additional inventory
Maintains, assigns and tracks assignments of lockers for Operations staff at LMD. Responsible for Headset Management including tracking and assigning headsets and maintaining headset inventory.
Partners closely with Corporate Communications on the annual pocket calendar order and distribution to teams upon their arrival.
Performs related work as required