Administrative Office Coordinator

5901 Broken Sound Pkwy NW Suite 500, FL · Administrative

The Administrative Coordinator provides administrative support for the Corporate office. The individual acts as the liaison between corporate offices and provides support services to other Corporate departments such as Accounting, IT, outside Travel agency, etc. to ensure high performance of day-to-day administrative duties

Joining NWCI gives you the opportunity for growth and development throughout the company, an attractive and competitive salary and benefits package, and to be part of a dynamic and diverse culture.

NWCI is a leading retailer to under-served rural communities and urban neighborhood markets in the following regions: Northern Canada, Western Canada, rural Alaska, the South Pacific islands, and the Caribbean. Our stores offer a broad range of products and services with an emphasis on food. Our value offer is to be the best local shopping choice for everyday household and local lifestyle needs. Check out northwest.ca for more information.

Key Accountabilities:

Serve as administrative liaison between corporate offices company and other departments

Ensure customers, vendors, and employees are taken care of in a professional and courteous manner
Perform general reception duties i.e. distribute mail, etc.
Responsible for purchasing of supplies, supplier accounts and communications
Send daily outgoing FedEx (Domestic/International) with details to ensure packages clear Customs
Accountable for the day-to-day facility operations including maintenance of office equipment and reporting building issues to the building management. Liaison between building management and Company
Management of the Meeting Room calendar
Responsible for set up, gathering of information to be presented, create the Power Point presentation, management of the schedule of content for the Weekly Staff Meeting and coordinating with other offices. Also responsible for being a part of the coordination of Quarterly meetings between 3 corporate offices
Prepares various confidential departmental reports as assigned. Collect information, compile into standard or non-standard format, proof, print, and distributes to appropriate company personnel
Planning and execution of Company meetings and functions needed
Negotiates the purchase of office supplies and furniture, office equipment, etc. for the office in accordance with company purchasing policies and budgetary restrictions
Provides confidential and direct administrative support to the VP of Merchandising, VP of Operations and Supply Chain and NWCI President
Provide general administrative support to office as needed

Support Controller with accounts payable activities

Provide approval and coding of office payables
Reconciliation of global credit card statements
Collect checks for deposit and make bank deposits on a consistent basis
Facilitate final extraction of all travel expenses from travel program to Accounting for payment on a monthly basis

Support Executives and staff with travel and expense assistance

Prepare expense reports for assigned Executive and Directors
Prepare International and Domestic travel itineraries for assigned Executive and Directors
Coordinate group travel as directed
Work with Travel Management Company on necessary updates and to ensure travel falls within corporate policy

Onsite physical support for Corporate IT department

Set up or reclaiming of physical computer equipment
Accountable for maintaining IT supplies

Desired Skills & Experience:

Excellent written and verbal communication skills, organizational and customer service skills
Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy
Ability to cooperate with other team members in a busy environment in a professional manner to accomplish the business goals
Able to anticipate and accommodate customers concerns and needs; likes to help people
Must be able to interact and communicate with individuals at all levels of the organization
Ability to manage multiple projects and tasks within strict timelines
Intermediate MS Office program skills
Ability to perform duties in an ever changing environment with minimal direction
Knowledge of personal computers and a general understanding of IT related terms needed
Retail experience a plus
Ability to act as Notary for the office a plus
Knowledge of online travel programs; knowledge of the Concur Travel and Expense program a plus
Strong attention to detail
5+ years of experience as an Administrative Assistant/Coordinator in a fast-paced environment
Self-starter and able to work with minimal supervision

Working Conditions:

Fast paced environment
Primarily computer work; able to sit for long periods of time
Open area office environment

Location: Boca Raton, FL

NOTE: If an existing employee is selected for a posted position they will be required to remain in that position a minimum of one year prior to applying for other posted positions unless authorized by their current supervisor. New employees to the company must also remain in their position a minimum of one year prior to applying for posted positions unless authorized by their supervisor. This position adheres to the Corporate Job Posting Guidelines.

A competitive salary is being offered along with opportunities to learn, develop and advance throughout the organization. We thank all applicants for their interest; however only those selected for an interview will be contacted.

This Organization Participates in E-Verify.
Esta Organización Participa en E-Verify.

Administrative Office Coordinator

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