Office Administrator

3 weeks ago


St Catharines Ontario LS, Niagara, Canada CEM Engineering Full time

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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