Shared Services Coordinator

Are you ambitious and looking to make the right move in your career?  Now is the perfect time to join Egis.  Egis is experiencing substantial growth in North America, highlighted by our recent acquisition of McIntosh Perry—now made up of over 1,000 engineers, architects and planners across Canada and the USA. This strategic move underscores our commitment to investing in North America, propelling our expansion to new heights. 

Our values showcase everything we believe in:

A Responsible Company - We care about people, and we care about our impact; acting responsibly wherever we work and whatever we do.  

A People-First Company - This is an environment of mutual respect where every team member matters, no matter who they are. 

A Creative Company - Creativity is in our DNA. This is the fuel that helps us tackle the major challenges of our time.  

The more important question you likely have is: Are we the right company for you? 

Joining Egis is an opportunity to make a valuable, positive impact on the world, while growing and developing as a person. Our culture is very collaborative, and we care about people and our impact.  We take great pride in being responsible for our clients, for each other and for our planet and its people. You’ll work and innovate in an environment where high standards and personal consideration go hand-in-hand.

Learn more about the exciting opportunity below where you’ll be part of projects renowned for technical excellence, ambition and sustainability.

About the Role

The Shared Services Coordinator plays a vital role in ensuring the efficiency and organization of daily operations by providing essential administrative and logistical support across multiple departments & offices. The position requires exceptional attention to detail, strong multitasking abilities and the capacity to manage complex operational tasks within a fast-paced environment.

The ideal candidate will be responsible for providing in-office support for Egis’ offices located in Woodbridge and downtown Toronto as required.

DUTIES AND RESPONSIBILITIES 

Your duties will include, but are not limited to: 

Office Administration & Reception:

• Handling incoming reception calls and assisting with general inquiries;
• Checking the Info Mailbox email and readdressing the requests to the related teams;
• Accepting packages, deliveries, and coordinating courier pickups for various teams;
• Managing boardroom bookings and arranging catering for meetings, Lunch & Learns, and corporate events;
• Monitoring office supplies, PPE stock, and printer/plotter consumables;
• Assisting various administrative teams across the country with on- and off-boarding tasks and inventory management;
• Issuing & tracking key fobs and maintaining access records;
• Managing business card orders for employees;
• Part of the JHSC, conducting regular H&S inspections, reporting and addressing potential safety hazards;
• Acting as Fire Warden during alarm tests, ensuring compliance with safety protocols
• Vendor management;
• Other duties as may be assigned.

Fleet & Asset Management:

• Coordinating Enterprise fleet vehicle needs, including data updates, billing reviews and maintenance scheduling assistance;
• Assisting with vehicle related inquiries and damage claims.

IT & Equipment Management:

• Maintaining and overseeing IT equipment inventory;
• Assisting the IT department with provisioning laptops for new hires or employees requiring replacement;
• Wiping and decommissioning laptops as part of offboarding;
• Coordinating the return of a leased laptop to vendor upon lease maturity;
• Managing corporate phones, including inventory tracking, provisioning and overseeing corporate rate plans, including monthly reporting for accounting;
• Coordinating the shipping of equipment as required;
• Assisting employees with IT equipment needs (e.g., troubleshooting minor issues, replacing broken/lost devices, etc.).

Marketing & Event Support:

• Preparing and delivering monthly reports for the Marketing VP;
• Assisting with administrative tasks, coordination and event support;
• Managing company branded swag inventory for promotional and corporate use.

• College or University education with focus on Business Administration or related field;
• Experience in managing multiple office locations is preferred;
• Proficient with MS Office Suite (Teams, Outlook, PowerPoint, Excel, Word);
• Excellent communication and interpersonal skills;
• Ability to work independently and as part of a team;
• Strong organizational and multitasking skills;
• Attention to detail and problem-solving skills;
• Access to a vehicle with valid driver’s license and insurance.

Egis Canada is an equal opportunities employer offering a competitive salary and benefits to those with the skills suited to the needs of our clients.

We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

This role is eligible for a referral bonus in line with the Referral Program.  If you have been referred, please provide the name of the employee who has referred you at the time of your application.

At Egis, we embrace innovation to tackle challenges and utilize AI in our recruitment process under stringent ethics and compliance policies and in alignment with our values of being a Responsible Company, a People First Company and a Creative Company. Committed to diversity, growth and collaboration, we may leverage AI to support the recruitment process.