Office Coordinator & Administration

What is the opportunity?

Reporting directly into the Senior Vice President of Taxation, the Office Coordinator will play a critical role by providing administrative services to the Taxation leadership team and employees who provide expert advice and services related to all tax matters across RBC's global operations. By joining RBC's Taxation Group, you will have the opportunity to work with a team of performance-driven professionals and a leadership team committed to the growth and development of their employees.

What you will do?

Office Coordination & Administration: Day to day office maintenance (in coordination Executive Assistant)

• Order and maintain office supplies to ensure availability for the team.
  • Printer/copiers/kitchen supplies. Contact for receiving Toner for all printers.
• Manage office logistics, ensuring all administrative needs are met.
• PACA - Building access card contact.
• Responsible for operational support and control for day to day core activities and or resolve office space issues, ensuring a functional and efficient workspace. Working closely with JLL ( RBC Workplace Service Centre)
• Assist in booking and scheduling meetings, ensuring all logistical requirements are met.
• Assist in processing invoices for senior management team

Mail & Courier Management

• Process and distribute incoming mail to the appropriate recipients.
• Handle outgoing courier shipments through UPS and track deliveries.

Team Support, Document Handling

• Assist with printing, collating, and binding files for reports and returns.
• Provide support for tax return filings for all RBC Legal Entities
• Serve as the administrator for E-Sign, RightFax, and Iron Mountain, Shred-it ensures smooth document processing and storage.
• Assist in booking and scheduling meetings, ensuring all logistical requirements are met.
• SharePoint & Records Management:
• Update and maintain the SharePoint tracker for yearly filing, NOA (Notice of Assessment), and NOR (Notice of Reassessment).

Technical, Software, & Application Support

• Act as the first point of contact for team member experiencing issues with laptops, docking stations, apps like Webex and other hardware.(maintain laptop asset inventory)
• Act as key contact for iManage access and troubleshooting, ensuring team members can efficiently use the system. Responsible in creating workspaces/matter.

File room Maintenance

• Keep records of files onsite and offsite
• Open new files/binders for all companies as requested by staff. Code and record in lnMagic (file room system) now in Excel spreadsheet
• Order special files for file room use - Supplier: TABS
• Prepare boxes for archive and coordinate pick-up - Iron Mountain
• Retrieve files/boxes from archive when requested - Iron Mountain

RBC Connect site & Team Communications

• Act as the team administrator for the Connect site, maintaining and updating the website with team events, announcements, and relevant content.
• Assisting Diversity Events in the Department
• Assist projects if required.

New Hire Onboarding Support

• Assist in onboarding new employees, ensuring they have all necessary resources.
• Prepare and set up technology needs, including laptops, headsets, docking stations, and workstations.

What will you need to succeed?

Must Have

• 3+ years of administrative support experience
• Excellent verbal and written communication skills; excellent interpersonal skills, diplomacy, tact, positive can-do attitude
• Superior organizational skills
• Outstanding time management skills combined with a proven ability to pivot/adjust to changing priorities
• Technically savvy; highly proficient in Microsoft Word, Power Point, Excel, Outlook
• Ability to thrive in an independent work setting and doesn't hesitate to share innovative ideas and best practices
• Demonstrate initiative, positive and helpful attitude when dealing with others in a professional manner

Nice-to-have

• Ability to think beyond the task to the overall project objectives and improve processes, where possible
• Adaptability and openness to change
• Knowledge of RBC tools and resources to help manage the administrative requirements of a function

Job Skills

Additional Job Details

Note: Applications will be accepted until 11:59 PM on the day prior to the application deadline date above

Inclusion and Equal Opportunity Employment

At RBC, we believe an inclusive workplace that has diverse perspectives is core to our continued growth as one of the largest and most successful banks in the world. Maintaining a workplace where our employees feel supported to perform at their best, effectively collaborate, drive innovation, and grow professionally helps to bring our Purpose to life and create value for our clients and communities. RBC strives to deliver this through policies and programs intended to foster a workplace based on respect, belonging and opportunity for all.