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LifeWorks

Supervisor Office Administration

Toronto,ON
  • To be discussed
  • Full time

  • As soon as possible

Build a meaningful career

At LifeWorks, we offer more than career opportunities, we provide career opportunities to make meaningful contributions to people’s lives.  The extraordinary expertise of a more than 7,000-strong workforce is harnessed to support the employees and families of the organizations we serve. Our innovative programs have a lasting impact on the health, financial security and productivity of 24,000 workplaces.

Supervises the day-to-day functions of the Scanning and Mailroom Departments at the Don Mills office, ensuring all daily tasks are completed within established timelines and quality standards.

Provides weekly updates for both departments to Manager, Office Services

Supervisor, Scanning and Mailroom Departments, Don Mills Office

Duties and Responsibilities:

Major Responsibilities, but not limited to:

  • Document Prepping: Prepare paper documents for scanning by removing staples, paperclips, sticky notes and straighten bends or creases in the documents.
  • Document Scanning: Scan each paper document in the file, including double-sided pages and save in a digital format within the network file system.
  • Quality Control: Checks the quality of scanned paper documents to ensure the documents are scanned, accurately, and a clear quality image is captured.
  • Scanned Document Storage:  Ensures each scanned file is properly named and saved to the correct client file network drives.
  • File Retention: After scanning, keep all original paper documents as per instructions from Supervisor.   Example:  client beneficiary forms
  • File Destruction:  Shred all file documents that are not required to be kept in paper format as per the retention policy.

Mailroom:

Supervises the following mailroom tasks, ensuring all daily deadlines are met:

  • Sorting all incoming and outgoing mail and couriers
  • equipment issues/service calls
  • stationary ordering and inventory
  • ensures all incoming emails are actioned same day
  • Create standardized processes for the team
  • Facilitate the resolution of issues concerning mail and courier delivery
  • Participates in the development of the department moving towards a digital environment
  • Monitors employee performance

Scanning Department:

Ensures the following tasks are completed within the assigned timelines.   

  • Preparing paper documents for scanning.
  • Scanning of the paper documents within the file.
  • Checking the quality of the scanned documents.
  • Shredding the scanned documents.
  • Create standardized processes for the team
  • Facilitate the resolution of issues concerning mail and courier delivery
  • Monitors employees’ performance

Requirements:

  • Post-secondary education or a minimum of two years of relevant experience (such as knowledge of administration)
  • English proficiency in communications verbal and written
  • Dedicated team player, who demonstrates initiative, and independence
  • Exceptional customer focus with strong professional acumen
  • Excellent communication and organizational skills and the ability to work with minimal supervision
  • Able to lift heavy boxes
  • A good understanding of personal computers and software, particularly MS Word, Excel, and PowerPoint

    #LI-SE1

    Where permitted by law, LifeWorks employees must be fully immunized to access a LifeWorks office or customer premises.

    Persons with disabilities who need accommodation in the application process or those needing job postings in an alternative format may e-mail a request to talentacquisitiononboarding@lifeworks.com

    Fulfilling work that matters

    LifeWorks is in the business of helping organizations help their people and in the process, we strive to elevate ours. We're always looking for talented professionals and strategic leaders looking to make a difference in the lives of the people we serve. We appreciate the interest of every applicant; however, we contact only those selected for an interview.

    At LifeWorks, we are committed to putting our people first.  Our priority is to optimize the health and productivity of our people.  In light of COVID-19, our company continues to monitor the global situation and following local guidance in each of our communities to ensure the health and wellbeing of our employees.  Safety is our highest priority, and while the goal is to ultimately return to the office, we are currently working remotely and are connecting with candidates through virtual interviews, recruitment events, and information sessions.  We are excited to connect with you virtually, and look forward to receiving your application.


    Work environment

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    Requirements

    Level of education

    undetermined

    Diploma


    In progress

    Work experience (years)

    undetermined

    Written languages


    Spoken languages


    Internal reference No.