Office Coordinator

Canadian Bank Note Company (CBN) is a trusted leader in secure technology solutions for governments and businesses worldwide. The company operates across various business domains, including currency production, border security, civil identity, driver identification and vehicle information, excise control, lottery and charitable gaming.

Our 7 Core Principles shape and guide our corporate behaviours and underpin the sense of community you will experience at CBN. We pride ourselves on fostering a supportive and collaborative work environment, where employees are valued for their contributions and encouraged to grow professionally.

At CBN we seek long-term relationships with our employees and recognize and reward them with a competitive total compensation package that includes:

• An industry-leading defined contribution pension plan with company matching contributions (up to 5%) and payment of service fees;
• Best-in-class health, medical, and life insurance benefits;
• Access to virtual and telehealth services and apps; and
• Very progressive fertility, adoption, and surrogacy benefits to support all definitions of family.

Internal Job Title: Office Coordinator

Job Type: Permanent, Full-Time

Job Location: Ottawa, ON

Work Model: On-site

Mandatory Requirements

• Language: Fluency in English (reading, writing, oral)
• Physical Demands: Ability to stand/walk for prolonged periods; lift/carry up to 40 lbs
• Working Hours: 8:00 am - 5 pm. Some flexibility will be required for after-hours support (e.g. building emergencies, or scheduled building work on weekends (~3-4 times per year)).
• Security Clearance: Ability to obtain (in a timely manner) and maintain Government of Canada Secret (Level II) clearance.

Position Summary

As the Office Coordinator within the Auriga office team, you will be responsible for ensuring smooth daily operations in the office by taking on reception duties and managing administrative tasks, catering set-ups, organizing resources, and supporting staff. The Office Coordinator is one of the main players of office efficiency, ensuring that employees have the resources, schedules, and support they need to perform effectively.

Responsibilities

Communication and Productivity

• Manage incoming calls, emails, and correspondence in a professional manner.
• Support the coordination of client visits and contractor visits.
• Organize and update filing systems, records, and database.
• Schedule meetings, appointments, and travel arrangements for executives/staff as needed.
• Help coordinate office events, training sessions, and team-building activities.
• Support our internal corporate security practices by understanding security zones, enforcing employee and visitor access requirements, and creating visitor and temporary employee access badges.

Supplies & Ordering

• Responsible for ordering and maintaining stock of drinks, coffee, office supplies and general hygiene for the building.
• Coordinate restocking with vending machine supplier.
• Internal restock of supplies in main areas (fridge, coffee stations, etc.) and executive kitchenette.
• Maintain efficiency and organization of printing stations and ordering of supplies.

Events & Catering

• Support catering orders for small and large events using preferred caterers and quick-service ordering systems.
• Assist with booking boardrooms and event planning.
• Support client visits and coordinate logistics.

Facilities & Building Support

•     Collect and remove batteries for proper disposal.

•     Escort contractors as needed.

•     Move furniture and building supplies throughout the office.

•     Assign building maintenance issues to the Facilities Manager for resolution.

•     Work with cleaners to maintain tidiness.

•     Support Facilities Manager in preparing for major events and client visits.

Education and Knowledge

• College diploma in Office/Business Administration, Event Management (or related) or High School/GED and additional years of relevant work experience
• Proficiency in M365 office software (Outlook, Excel, Word, Teams, OneDrive, SharePoint, etc.)

Experience

• 3 years of experience in an office administration/event management (or similar) position

Competencies and Soft Skills

•     Interpersonal skills

• • Communication, teamwork and collaboration
• Organization and time management skills
• Critical thinking skills
  • Problem solving
• Attention to detail
• Self-directed
• Growth mindset

Canadian Bank Note Company (CBN) is committed to fostering a diverse and inclusive workplace where all employees are treated with dignity and respect. We are proud to be an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other legally protected status.

We provide equal employment opportunities to all individuals, including women, Indigenous Peoples, persons with disabilities, visible minorities, and members of the 2SLGBTQ+ community. Our commitment to equity extends to all aspects of employment, including recruitment, hiring, promotion, compensation, benefits, training, and development. As part of our commitment to providing an inclusive, barrier free selection process, we ask that if you are contacted regarding the competition for this position, you advise the interview coordinator or any accommodation measures you may require.

At CBN, we value the unique perspectives and experiences that each employee brings to our organization, and we are committed to maintaining a workplace that reflects the diverse communities we serve. We believe that diversity and inclusion drive innovation and success, and we strive to create an environment where every employee can thrive and contribute to our collective goals.