![RFA Canada](https://media.trabajo.org/img/noimg.jpg)
Office Administrator
2 weeks ago
- We are a Canadianowned mortgage finance company with over 25 years of Canadian real estate experience.
- In an increasingly complex residential mortgage market, RFA is committed to common sense solutions that work for our brokers and clients. Our financial strength combined with innovative technology and dedicated service gives us a competitive edge in the market. Brokers and clients can look forward to new products, and industryleading rates and service.
The Opportunity
- The Office Administrator is responsible for providing reception support for the daytoday office operations at RFA Bank. The role also coordinates the planning and maintenance of office equipment, furniture, building, common areas and other facilities. This position also provides support to the CEOs of the RFA brands.
- Answer all incoming calls and redirect as appropriate, according to company protocol.
- Provide high level of customer service to clients, guests and colleagues at all times.
- Manage and track client inquiries database.
- Manage and maintain reception, waiting areas and boardrooms.
- Manage all incoming and outgoing mail/deliveries, following company protocol.
- Manage boardroom reservations, set up and clean up.
- Coordinate catering and supplies, as required.
- Provide general administrative support to the Executives and Senior Leaders.
- Facilities
- Act as the first point of contact for basic building maintenance matters as required and follow up on same to maintain a safe and clean office space.
- Coordinate services for minor repairs and maintenance planning for painting and vent cleaning.
- Handle inquires for various routine building access requests for vendors and supplies such as shredding services, water deliveries, carpet cleaning services.
- Maintain inventory of office supplies on an ongoing basis.
- Maintain supplies for all kitchens, printers and copiers on a daily basis.
- Maintain inventory of office desk keys and office door keys to provide as required to staff.
- Participate in the semiannual building floor warden training and act as the first point of contact for fire safety.
- Assist with updating facilities related content for the Reception Desk Manual as required.
- Keep kitchen and shared areas clean at all times
- Support to CEOs and Executives
- Attend meetings as minute/note taker and prepare agendas/minutes in a timely manner.
- Prepare expense reports and manage financial obligations.
- Support Marketing with MSLE tickets and manage the transfer to recipients
- Assist with ad hoc tasks and projects where necessary.
- Financial Responsibilities
- Managing Facilities budget
- Ordering supplies/services managing inventory and expenses under specific subcategories
What you can bring to RFA:
- Minimum 2 years' relevant experience providing administrative support to a senior manager preferably in the professional services industry
- Postsecondary education preferred
- Working knowledge of Microsoft Windows, Microsoft Office, Excel and PowerPoint
- Wellorganized and able to prioritize effectively
- Experience in working with a broad range of staff, building management, vendors and suppliers
Benefits of Working at RFA:
- Health & Dental Care
- Vision Care
- RRSP Match
- Vacation & Personal Days
- Demonstrate serviceorientation, with a high degree of client focus
- High level of attention to detail and ability to track and maintain accurate records
- Demonstrate excellent communication skills, both oral and written
- Ability to build effective, trusting relationships across the organization at all levels and with all building staff, vendors and suppliers
- Handle sensitive and confidential information with tact and diplomacy
- Demonstrate a flexible and willing attitude, and the ability to deal with continuous change
- Take personal accountability for delivery of results and achieving successful outcomes
- Use initiative and sound judgement to know when to act and when to consult, and when to escalate or to advise the Executive Assistant supporting the CFO of potential problems/sensitive issues, etc.
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