Office Coordinator

Job Description

We have an exciting opportunity for an Office Coordinator at UL Standards & Engagement. This is a part-time position based in our Ottawa, Canada office.

The Office Coordinator will contribute to the success of our organization and operations by providing essential administrative support and office coordination, to advance the mission of UL Standards & Engagement (ULSE) to make the world safer, more secure, and sustainable. The Office Coordinator will assist with day-to-day office operations, support administrative tasks, and coordinate with internal and external stakeholders to ensure smooth function within the office environment.

UL Standards & Engagement

At UL Standards & Engagement (ULSE), we expand the boundaries of safety science to create a more secure and sustainable world. For more than a century, we have created new safety standards and shared our findings with academia, scientists, manufacturers, and policymakers across industries. We identify critical safety and sustainability issues, asking tough questions because we believe a safer world begins with knowledge.

Build a safer, more secure, and sustainable future with us. Join us and work with our Standards teams who develop the standards required to put that knowledge into practice.

What You’ll Learn And Achieve

As the Office Coordinator you will play a key role in the rapid growth of UL as you:

• Greet and welcome guests and visitors with a warm professional demeanor, ensure positive experience and maintain friendly office atmosphere.
• Provide administrative and office support, assist with day-to-day tasks including calendar management, meeting coordination, and expense reporting.
• Support the development and implementation of office policies, procedures, and other resources to improve efficiency and productivity, ensure full compliance with all pertinent laws, regulations, and standards.
• Assist in procurement and contracting process, managing invoicing and providing vendor management support. Facilitate effective communication with vendors to ensure timely resolution of inquiries.
• Track, manage, and process expenses and other documents in support of operations. Keep accurate records of expenditures and ensure timely reimbursement.
• Assist with organizing conferences, workshops, and leadership meetings. Collaborate with internal and external stakeholders to organize schedules and coordinate meeting logistics, including venue arrangements, catering, and technology setup.
• Maintain efficient filing system for both physical and digital documents, ensure confidentiality and accessibility.
• Proactively anticipate the needs of the office team and offer solutions to streamline processes.
• Ensure clean, organized, and functional office environment. Maintain office supplies, equipment, and office inventory. Coordinate with building management to address facility related matters, including maintenance, security, and access control, ensure timely resolution.
• Collaborate with other Office Coordinators throughout the organization to support timely responses to correspondence and project completion.
• Perform other duties as directed.
  
  

What you’ll experience working at UL Standards & Engagement: For the organizations across the UL enterprise, corporate and social responsibility isn’t new. We have pursued our mission of working for a safer, more secure, and sustainable world for nearly 130 years, embedding conscientious stewardship into everything we do.

• People: Our people make us special. You’ll work with a diverse team of experts respected for their independence and transparency and build a network, because our approach is collaborative. We collaborate across disciplines, organizations, and geographies to build the global scientific response that today’s global challenges require.
• Interesting work: Every day is different for us here. We see what’s on the horizon and use our expertise to build the foundations of a safer future. You’ll have the opportunity to push the boundaries of human understanding as part of a team working to advance the public good.
• Grow and achieve: We learn, work, and grow together through targeted development, reward, and recognition programs.
• Values. Four core values guide our work: collaboration, respect, integrity, and beneficence. By living our values, we inspire the trust essential to fulfilling our mission and foster the partnerships that enable us to pursue a beneficent future in which we all can thrive.
• Total Rewards: All employees at UL Standards & Engagement are eligible for bonus compensation. We offer comprehensive medical, dental, vision, and life insurance plans and a generous 401k matching structure of up to 5% of eligible pay. Moreover, we invest an additional 4% into your retirement saving fund after your first year of continuous employment. Depending on your role, you may be able to discuss flexible working arrangements with your manager. We also provide employees with paid time off, including vacation, holiday, sick, and volunteer days.
  
  

What Makes You a Great Fit

While no one candidate will embody every quality, the successful candidate will bring many of the following professional competencies and personal attributes:

• Service mindset with proactive and friendly approach.
• Excellent organizational and time management skills with ability to prioritize tasks effectively.
• Strong attention to detail and accuracy in all aspects of work.
• Exceptional written and verbal communication skills.
• Excellent interpersonal skills and ability to collaborate with diverse stakeholders, both internal and external.
• Proactive, friendly approach to problem solving and ability to address tasks effectively.
• High level of integrity and ability to handle confidential information.
  
  

 Professional education and experience requirements for the role include:

• High school diploma or equivalent.
• Experience as an office coordinator, administrative assistant, or similar role.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and other office management software.
• Familiarity with Salesforce a plus.
  
  

About UL Research Institutes And UL Standards & Engagement

UL Research Institutes and UL Standards & Engagement are nonprofit organizations dedicated to advancing safety science research through the discovery and application of scientific knowledge. We conduct rigorous independent research and analyze safety data, convene experts worldwide to address risks, share knowledge through safety education and public outreach initiatives, and develop standards to guide safe commercialization of evolving technologies. We foster communities of safety, from grassroots initiatives for neighborhoods to summits of world leaders. Our organization employs collaborative and scientific approaches with partners and stakeholders to drive innovation and progress toward improving safety, security, and sustainability, ultimately enhancing societal well-being.

Our wholly owned subsidiary, UL Solutions, advances our shared public safety mission. We fund our work through grants, the licensing of standards documents and the business activities of UL Solutions, which conducts testing, verification and certification, and provides training and advisory services, along with data-driven reporting and decision-making tools for customers around the world.

To learn more, visit our websites UL.org and ULSE.org.