Office Coordinator

Calian GNSS is an Ottawa-based producer of products and components used for Global Navigation Satellite Systems (GNSS).  

For more than 40 years, Calian has been solving the world’s most complex problems by pairing the brightest minds with powerful technology. Calian solutions impact the world; from the satellites in space that connect us to the farms that feed us, from the medical professionals who care for us to the governments, schools and companies that make the world better every day. 

Position Overview 

The Office Coordinator is responsible for maintaining the front office operations at Calian GNSS Ltd., provide support to the VP & GM, Operations, Management team, and other team members.  This Office Coordinator assists with the day-to-day operations of the GNSS office in majority of the functional areas: primary receptionist, event planner, social committee organizer, stationary organizer, and report generation 

Responsibilities 

Administration 

• Develop and maintain electronic file structures and naming conventions with the organization 

• Generate reports in SAP 

• Use analytical skills to compile and present data to management 

• Manage the front office, main phone line, printers, and stationery stock levels 

• Create a continued positive experience for employees, visitors, and clients when greeting them 

• Maintain visitor records in accordance with security procedures 

• Prepare and assist finance with various administrative tasks i.e.: filing, Proof of deliveries 

Office Management  

• Assist management with procurement and materials tracking 

• Maintain office supplies inventory and place orders when necessary 

• Ensure office equipment is properly maintained and serviced 

• Coordinate office maintenance and liaise with vendors, building management, and IT support 

• Assist with office and facility project planning/execution 

Event Planning  

• Coordinate office activities and operations to secure efficiency and compliance with company policies 

• Remain actively involved in the social committee and organizing various employee events  

Other 

• Support the Management team as required, this may be through research and/or other special projects 

Qualifications 

Education

A business diploma and/or proven administrative skills 

Years experience

• 3+ years of experience in an administrative role 

• Proficiency in MS Office programs (including Word, Excel, and PowerPoint) 

• A clear sense of urgency to achieve results.  A “can-do”, “let’s make it happen” attitude and a focus on a positive customer experience 

• Excellent written and oral communication skills, with experience communicating effectively and collaboratively with internal and external stakeholders at all levels within the organization 

• Strong multi-tasking and prioritization skills with a demonstrated ability to perform efficiently in a fast-paced environment with continued attention to detail 

• Possess tact, diplomacy and the ability to maintain a high level of confidentiality 

• Ability to gather, prioritize and analyze information skillfully