Enserva Looking for Shared Services Coordinator at Calgary, Alberta, Canada Full Time

Enserva is the voice of the Canadian energy services, supply and manufacturing sector and has championed and empowered Canadian energy for over 40 years. Our members range from independent contractors to large multi-national service companies with locations across Canada and around the world.

Enserva members are innovators and solution-finders who strive to unlock the potential to find a better energy future for all. We make the world a better place by reducing energy poverty, increasing energy security, and creating economic growth and jobs. We are the energy behind the energy.

Summary

The Shared Services Coordinator is an integral member of the Enserva team who will ensure that the association runs smoothly and is responsible for providing general support to all areas of the organization.

Job Duties

Administrative Support

• Preparing correspondence as requested, some proofreading and editing may be required;
• Providing support to Enserva councils; includes minutes, meeting coordination, catering, etc.;
• Assisting with monthly health and safety inspections; including following up on identified deficiencies;
• Provide administrative support to all departments including, but not limited to:
• Formatting documents, data entry, filing, photocopying, etc.
• Ordering and maintaining supplies
• Meeting coordination and calendar management
• Booking travel
• Assisting with project research
• Coordinate and track accounts payable and receivables information, including bank deposits, credit card reconciliation and assistance with expense reporting as needed,
• Assist with Membership Servicing support including, distribution of member materials, invoicing, mailouts, survey development and distribution;
• Maintain strong working relationships with all association departments, members, corporate and community partners and government stakeholders;
• Assist with new hire onboarding (prepping New Hire packages, setting up phone(s), adding to staff lists and directory, updating office signage and organization charts);
• Coordinate and assist with event planning as needed ;Provide back-up and supplementary support to the President & CEO and Executive Assistant and Board Secretary as required including: calendar management, meeting management, minute taking, correspondence and document management, travel planning, compliance reporting, etc.

Reception and Office Coordination

• Provide exceptional customer service in person and over the phone. Promptly answer and screen incoming calls and direct callers to appropriate department or individual. Greet visitors and connect them to the appropriate staff member;
• Monitor and maintain office equipment (telephone system, copiers, etc.) to ensure office runs smoothly with minimal downtime;
• Sort and distribute incoming and outgoing mail;
• Monitor general phone and email boxes and distribute messages accordingly;
• Ensure appropriate organization and presentation of common areas, meeting rooms and supply rooms, including coordinating of kitchen cleaning schedule;
• Coordinate all maintenance requests to service providers;
• Support and coordinate any operational matters related to the facility lease including renovations and leasehold improvements;
• Liaise with landlord for maintenance requests as needed and coordinate all office repairs;
• Other duties as required.

Critical Competencies

• Maintains a high degree of professionalism and confidentiality
• Strong organizational and priority setting skills, with the ability to adapt to changing priorities;
• Excellent written and oral communication skills;
• Ability to work independently and as a team member;
• Positive, creative, solution-focused and resourceful attitude;
• Ability to multi-task
• Self directed learner and takes initiative to find ways to improve administrative processes
• Can-do attitude

Experience and Education

• Certificate or Diploma in Office Administration or combination of relevant experience and education
• Excellent knowledge of customer service principles and practices
• Thorough knowledge of administrative and clerical procedures
• Intermediate computer skills in MS Office – Outlook, Excel, Word
• Experience with a Customer Relationship Management (CRM) or relational database programs is an asset.