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Coordinator Mail and GTAA Corp Admin Building Services 15 Month

Key Accountabilities

Reporting to the Manager, Corporate Services, this position is responsible for processes incoming mail and routes to the appropriate department. Picks-up and delivers mail through the GTAA Administration Building. Responsible for the upkeep and maintenance of the GTAA Administration Building mailroom as well as for the upkeep and maintenance of the mailing machine.

* Maintains and updates the mail directory of all GTAA employees in conjunction with the Coordinator, Distribution Services

* Assumes duties of the Coordinator, Distribution Services position during his/her absence

* Stocks paper, replacement toners and waste toner bottles beside all photocopiers in the GTAA Administration Building to ensure employees can print as/when required and to reduce/eliminate downtime. Responsible for the pick-up and sorting of the used toner cartridges throughout the GTAA Administration Building; packing and returning same to the appropriate suppliers for recycling

* Completes courier documents, affixes postage to outgoing mail, prints vouchers for registered mail, and performs other tasks to prepare outgoing mail

* Verifies accuracy of invoices received for courier and freight activities and maintains a log of expenditures for each company

* Prepares and processes chargebacks to applicable departments

* Create, update and maintain spreadsheets for statistics related to the position for historical and benchmarking purposes

* Cross-train within Corporate Services for additional knowledge and better appreciation of how the unit functions, its impact on the departments and company overall

* Works in the best interest of the company to ensure the GTAA Administration Building (corporate headquarters) is a well-maintained property in conjunction with Airport Planning & Technical Services

* Is the “Go-to” person for GTAA Administration Building for property maintenance and operational issues

* “Day of” contact person on IOCC call-list for information regarding GTAA Administration Building issues

* Re-stocks band-aids at locations throughout the Administration Building

* Serve as a Notification Board of GTAA Administrative Building, coordinate and oversee common area space for activities (i.e.: bake sales, event locations, impact on people, closures, etc.)

* As required, provides ‘meet and greet’ services as the Corporate representative and escort for guests of the GTAA (probably needs to expand on that)

* Conducts regular walk-throughs of the building to identify maintenance issues

* Prepares maintenance work orders and submit for action

* Coordinates all repairs with maintenance staff as required

* Provides escort to maintenance contractors as required

* Learns building routine maintenance schedule and provide escort or coordination services as required

* Provides signage for service interruptions (i.e.: broken equipment, events, etc.)

* Post notices on the Bulletin Boards and Employee Bulletin Boards throughout the GTAA Administration Building

* Prepares applicable portal announcements for GTAA Administration Building for GTAA events or maintenance activities

* Coordinates building access for the loading dock and main entrance areas to ensure fire routes are adequately maintained at all times

* Responsible for the enforcement and maintenance of the GTAA Administration Building loading dock control

* Responsible for the control and issuance of the GTAA Administration Building Locker Program

* Also responsible for the movement of the dividing wall at the GTAA Administration Building as well as the AESC Building

* Completes boardroom checklist and ensures boardrooms are tidy and well equipped twice daily

* Provides boardroom set-ups and provision of meeting room equipment (including audio visual/electronic equipment). Assigns, logs and follows-up on any equipment not returned in a timely manner. Updates log accordingly

* Ensures all boardroom equipment is complete and in proper working order including RoomView equipment

* Posts schedules of meetings at each boardroom location where/when RoomView equipment is not working properly

* Places trouble calls in response to equipment failure. Accepts boardroom reservations and backs up reception (secondary)

* Other duties as required

Qualifications

* Minimum Grade 12 diploma

* Minimum 1 year in property management experience or certification/diploma in property management

* Minimum 2-3 years’ experience in dealing with the public

* Experience in office practices and procedures including database updating as it relates to monitoring of costs and statistics for financial and benchmarking purposes

* Valid Ontario G class License required

* Must be able to obtain and retain Transportation Security Clearance

Knowledge, Skills and Abilities

* Knowledge of mailroom procedures, courier services and the operation of basic equipment such as boardroom equipment, AV equipment, postage meter, courier websites, etc.

* Knowledge of departments and locations of employees located in the GTAA Administration Building

* Experience in office practices and procedures including database updating

* Must be a self-starter and able to work unsupervised with attention to detail

* Enforcement and clear understanding of the Reception operation as it pertains to the GTAA Administration Building

* Strong communication skills (oral, written and listening) are essential

* Exemplary inter-personal skills are also a requirement for this position

* Excellent problem-solving skills

* Existing Security Clearance would be an asset

* Strong communication skills (oral, written and listening) are essential

* Proactive and maintain awareness of ongoing changes taking place within Toronto Pearson

* Able to stand to sort mail and light heavy packages frequently

* Able to extensively walk throughout the day in the GTAA Administration Building

* Software skills: Microsoft Office – Word at an intermediate level; proficient level in Outlook and Excel for boardroom scheduling and statistics/benchmarking purposes related to this position. Knowledge of iShare or similar records management software; knowledge of visitor software

I would like to apply for the post of Coordinator Mail and GTAA Corp Admin Building Services 15 Month bases at your esteemed organisation. I have attached my CV.

CV:

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