Office Coordinator

About Us: Exchange Technology Services is a leading IT consulting company in Winnipeg and part of the Exchange Income Corporation's family of companies. We provide a wide range of services, including Managed IT, Project Management, Business Intelligence, Cyber Security, Digital Transformation, Training Services, Installation Services, and Telecommunications across Canada and the US. If you are looking for a fast-paced career, serving enterprise customers and managing diverse IT projects, we invite you to join us. Our work environment is dynamic, filled with learning opportunities, exciting and challenging projects, and a chance to make a positive impact on clients’ businesses. We value teamwork, fun, and achieving amazing results together. JOB OVERVIEW Reporting to the Director of Finance and Admin, the Office Coordinator is responsible for managing and coordinating office operations, facilities, and administrative tasks to ensure the smooth functioning of the office environment. This role involves overseeing office supplies, facilities maintenance, security, business travel arrangements, shipping, company events, and providing executive support. KEY RESPONSIBILITIES Administrative Support: Provide general administrative support to the team. Business Travel Coordination: Arrange travel and accommodations for employees attending client sites, conferences, corporate and training events. Shipping & Freight: Manage mail, deliveries, and courier services. Deliver non-technology items for shipment to remote employees at other office locations. Use various courier services for local, national, and international shipments. Company Event Planning: Plan and coordinate company events, organize catering, rentals, and all necessary event resources. Financial Coordination: Work with AR and AP teams to make sure they process invoices, payments, and reimbursements for office related expenses. Complete monthly credit card reconciliations. Executive Assistant Duties: Manage email correspondence and calendars, including coordinating meetings, appointments, travel arrangements, and related logistics. Handle confidential and sensitive information with discretion, prepare and submit expense reports, and assist with document preparation and administrative reporting. Support on-site client and stakeholder meetings by coordinating boardroom setup, arranging refreshments, greeting guests, and ensuring a professional and welcoming meeting experience. Office Administrative Duties: Coordinate the procurement and inventory management of office refreshments, including vending machine products, snacks, beverages, and coffee supplies. Maintain clean, organized, and well-stocked kitchen and breakroom facilities, while overseeing the ordering and distribution of office supplies, equipment, and furnishings to support day-to-day business operations. Workspace Management: Coordinate employee desk assignments, maintain accurate seating charts, and manage workspace moves and updates to support office operations. Facilities Coordination: Coordinate with the Facilities Manager to support the efficient operation of the office, including identifying and communicating maintenance and repair needs, and liaising with custodial service providers to maintain a clean and professional work environment. Office Security: Manage office access and security functions, including the creation, distribution, and maintenance of employee ID badges, as well as oversight of the building entrance intercom and visitor access processes. Serve as the designated Fire Warden, coordinating emergency response procedures and evacuation activities during fire drills, severe weather events, and other workplace emergencies, while helping to ensure employee safety and compliance with emergency preparedness protocols. Inventory and Asset Management: Coordinate the ordering, inventory management, and distribution of company clothing, departmental uniforms, onboarding packages, and corporate gifts, ensur…

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