Office Administrator
3 weeks ago
Job Summary: We are seeking a dedicated and organized Office Administrator to manage daily office operations and ensure a smooth and efficient work environment. The ideal candidate will be responsible for a variety of tasks, including reception duties, kitchen maintenance, mail handling, and general office upkeep.
Key Responsibilities:
- Reception Duties:
- Answer all incoming calls in a timely manner, respond to any inquiries, and forward to appropriate staff member.
- Provide general information to clients and the public.
- Manage the reception area, ensuring meeting rooms are stocked and prepared for guests.
- Greet visitors, ascertain nature of business, and direct visitors to appropriate person.
- Present self in a professional manner, as the face of the company.
- Arrange all catering for meetings.
- Manage multiple e-mail accounts. Create tasks from communications as necessary.
- Collect physical mail, date stamp and distribute as appropriate.
- Prepare and send all courier packages.
- Ensure the office is “closed” at the end of each day.
- Kitchen Maintenance:
- Load and unload dishwasher daily
- Ensure stock of kitchen supplies is adequate, ensure supplies are within acceptable expiry dates.
- Perform general wipe-downs of counters and kitchen spaces.
- Boardroom and Office Upkeep:
- Maintain cleanliness of board rooms (Tidy cords, refill candy jars, and wipe down whiteboards).
- Water plants weekly.
- Miscellaneous Tasks:
- Coordinate deliveries and pickups with vendors.
- Coordinate and manage office and kitchen supply inventory.
- Coordinate contractors for general office maintenance.
- Maintain “Dead Storage” filing system and back storage area.
- Coordinate and arrange for all employee’s workspaces, supplies and coordinate with Manager of IT for new employees.
- Maintain and organize office equipment and PPE.
- Coordinate all travel requirements
- Coordinate logistics for tradeshows
- Backup to other support staff, as needed (this may include typing, binding, filing).
- Provide any other assistance to engineers/designers to keep them focused on their billable work.
- Other duties as required.
Qualifications:
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal abilities.
- High attention to detail in all areas of activity
- Proficiency with Microsoft O365 software.
- Ability to work independently and as part of a team.
Work Schedule:
- 40 hours per week from 8:30 am – 4:30pm (1/2-hour lunch).
- Occasional flexibility required for specific tasks and deliveries.
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