Office Services Mailroom Coordinator

仕事内容

Position Summary

This position is responsible for the effective operation of the mailroom and back up receptionist. You will handle the sorting, filing, packaging, and processing of incoming and outgoing mail and couriers. You will be responsible for all the functions required for the delivery and completion of copy requests. You will maintain, restock, and order office supplies and help support manager with the handling of procedures. We are looking to work with applicants that have organizational skills and a strong work ethic.

Key Responsibilities

MAIL:
Process all incoming and outgoing mail

Process all incoming and outgoing couriers

Performs other mailroom functions which includes sorting, filing, packaging and processing shipments

Shipping and receiving ie: marketing materials or equipment such as banners, and other, etc.

Registered letters ie: processing, ordering slips and ensuring supplies available.

Ensuring all mail and courier supplies are available.

COPY:
Performs all functions required for the delivery and completion of all copy requests. May include the usage of binding, folders and laminators etc.

Performs troubleshooting on all equipment used within the mailroom.

Troubleshooting printers and equipment in Oasis as well as knowing how to use items.

Assists in the coordination of work assignments to meet specific deadlines and service deliverables

+ Manage all aspects of the mailroom in the absence of the Supervisor

+ Coordinate and prepare projects for printing, document scanning from start to delivery

Download jobs from email or print queue, sizing, reproducing, sorting, and finishing.

Establish and maintain quality controls to ensure work accuracy.

Perform pick-up and delivery of jobs by accurately following an email or written instructions.

Responsible for meeting deadlines by following a standard set of procedures for delivering completed jobs to colleagues or clients promptly, safely, and according to their instructions.

Maintain digital log of items received and delivered.

RECEPTION:
Performs front desk receptionist duties as required.

OTHER:
Participate in the creation of emergency preparedness plans and execute.

Conduct inventory of Personal Protective Equipment (PPE) supplies for tracking purposes and assessing restocking needs.

Check conference rooms daily to ensure that they are clean and organized, smart boards/ dry erase boards are clean, adequate supplies are on hand (e.g., dry erase markers), chairs are tucked under tables and food and drinks are removed.

Assist with resolving problems associated with all building services including but not limited to: janitorial, food services, coffee services, parking, vending, security/access badging, conference rooms, workstations as well as interior furnishings, fixtures and equipment.

TV equipment – monitors, maintain and update materials being added to TV’s. Troubleshoot as required. Occasionally put together presentations to the TV’s.

Provide administrative assistance (mailroom services) and support to the colleagues in the office.

Assist with meetings, event bookings for Social Team, colleagues/teams, etc. Schedule event where applicable, distribute invitations where applicable, manage equipment, order catering, assist with presentations.

Maintains office supplies inventory and orders and supports manager with handling of COVID-19 procedures, PPE, etc. System accesses requests and ordering.

Works closely with the Facilities Lead to handle on-going office repairs.

Assist Office Services Manager as required.

Qualifications and Experience:
Post Secondary education (preferred)

Mailroom experience essential

Reception experience an asset

Possesses strong organizational and clerical skills, with sharp attention to details

Displays the ability to multitask and perform many different duties

Core Values:
Entrepreneurship - encouraging innovation and educate risk taking

Integrity – doing things right every time

Teamwork – working together to maximize results

Accountability – measure and take responsibility for outcomes

Service - serving customers, communities, and colleagues

HUB International offers a full spectrum of insurance and related services, including Property/Casualty, Home & Auto, Employee Benefits, Wealth Management and Risk Services, to a large and diverse client base. Internationally we are a leading insurance brokerage offering products and services with offices in Canada and the US. Take the first step toward creating a future that combines a diverse and challenging work environment in a rapidly growing company that offers significant opportunity for advancement and growth.

If you require assistance or accommodation during our recruitment process, please notify Human Resources so that we can review and consider how we may be able to assist you based on your individual needs

#LI-JL

Department Facilities & Office Services

Required Experience: 1-2 years of relevant experience

Required Travel: No Travel Required

Required Education: College diploma (3-year degree)

Hi, we’re HUB.

In a rapidly changing world, we advise businesses and individuals on how to prepare for the unexpected.

When you partner with us, you’re at the center of a vast network of experts who will help you reach your goals through risk services, claims management, and compliance support.

And this gives you the peace of mind that what matters most to you will be protected — through unrelenting advocacy and tailored insurance solutions that put you in control.

About HUB International

Headquartered in Chicago, Illinois, HUB International Limited (HUB) is a leading full-service global insurance broker providing property and casualty, life and health, employee benefits, investment and risk management products and services. From offices located throughout North America, HUB’s vast network of specialists provides peace of mind on what matters most by protecting clients through unrelenting advocacy and tailored insurance solutions. For more information, please visit hubinternational.com.