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Senior Office Services Specialist

Virtual Req #7
November 8, 2019
Are you passionate about helping people retire with greater financial security? Do you thrive working in a fast-paced environment in a growing organization? Want to work with a dynamic and highly engaged team of talented professionals who are making a difference?

We have an exciting new opportunity for a Senior Office Services Specialist to work within our Office Services team.

Reporting to the Manager, Office Services, the Senior Office Services Specialist is accountable to mentor team members, providing training to new staff, ensure best practices and the delivery of best in class print production services to the organization. Acting as the back-up in the absence of the Office Manager, the Senior Office Services Specialist acts as a first line of contact for internal and external stakeholders and is responsible for leading and supporting the Print Production team The Senior Office Services Specialist is responsible for keeping track of key performance indicators (KPI’s) within the Office Services & Print Production area.

We are looking for someone with the following attributes:

  • A demonstrated aptitude for detailed, accurate work with dynamic projects and calculations

  • Demonstrated track record as a self-motivated, well-organized, client and project focused problem solver

  • Ability to lead projects and individuals and to establish priorities

  • Effective project coordination and time management skills

  • Strong vendor and stakeholder management abilities

  • Exceptional verbal and written communication skills

A post-secondary diploma or degree in a related field, along with five (5) or more years in an Office Administrative/Print Production role will make you an ideal candidate. Having expert ability within all major Microsoft Office programs including Word, Excel and Outlook and a strong technical understanding of Adobe AcrobatPro is a requirement for this role.

Once here:

  • You will perform due diligence on new vendors, maintaining a contract database and ensuring payment details are established

  • You will ensure that processes have been followed for new vendors, working with internal leaders

  • You will back-up and support the Office Manager with office and team related matters as required

  • You will lead, mentor, guide and support the Print Production team

  • You will ensure proper and timely communication is being sought out with our internal and external stakeholders

  • You will ensure project schedules are being coordinated, managed, prioritized, followed and ensure completion within provided timelines and communicated on a regular basis to our internal stakeholders

  • You will create and monitor SLAs and KPIs for the Print Production area and ensure they are being communicated and maintained

  • You will be accountable to coordinate and assist with all internal & external mailings

  • You will coordinate the sending of emails to OPSEU presidents for upcoming presentations

  • You will be responsible for maintaining print production expenditures in order to complete the annual budget

  • You will provide guidance, compares costs and evaluates the quality and suitability of supplies, materials and equipment and makes recommendations on process improvements and areas for cost control without reducing quality

  • You will research, recommend, and source qualified and reliable external print vendors – to coordinate and handle printing of confidential information to meet CAAT Pension Plan’s business needs which includes developing strong vendor relationship with trusted outsourced print companies.

  • You will maintain equipment contracts and make recommendations for improvements to service levels and ROI metrics

  • You will liaise with external print suppliers for any outsourcing production requirements to ensure they meet the organizations specifications and quality standards.

  • You will develop and provide structure training plan for new staff, new processes and set established timelines and monitor accordingly

  • You will be accountable for the Recruiting activities and performance management for the Print Production Team and to support the Office manager on interview panels as appropriate

  • You will ensure an appropriate internal control, confidentiality and privacy environment is maintained

  • You will assist in the review and maintaining of process and procedure documentation supporting the department

  • You will assist with contract renewals for the various contract agreements, memberships, and telephone system including researching and recommending alternate service providers

  • You will act as the back-up with mass mailing through CRM to Colleges/Employers, various Stakeholders and Board committees including Board related items – Governance meetings, hotel bookings, conference registrations, annual Strategy Session and formatting/posting of meeting material and other documentation on Governance portal

What does CAAT offer you and what should you know about us?
  • We received the Innovation Award in Plan Design and Reform at the Pensions & Investments' 2018 World Pension Summit
  • We also received the Pension Performance Award at the Benefits Canada 2018 Workplace Benefits Awards
  • We also received an IABC Gold Quill Award of Excellence for the ROM merger
  • We provide a flexible and friendly work environment, a comprehensive health and dental benefits package, life insurance, and a Goodlife fitness membership
  • We offer support for your career development goals
  • We are conveniently located at the Eaton Center in downtown Toronto with ready access to the subway and PATH systems

If you are interested in this opportunity, please select "Apply Now" and submit a cover letter and resume by November 29th, 2019.

We recruit and select the most qualified candidates, and thank all applicants for their interest. CAAT Pension Plan is an equal opportunity employer that supports abilities and diversity of all kinds. If you require accommodation during the recruiting and selection process, please contact us at

Other details

  • Pay Type Salary