Office Administrator
6 days ago
The Office Administrator is a multifaceted role that contributes to the efficient day-to-day operations of RDH by carrying out general office duties, providing support to staff, liaising with service providers and assisting with specialized projects. The successful applicant will also manage the reception area and provide frontline response to staff requests and queries to ensure that staff have adequate support to work efficiently. This role is ideal for a person who enjoys challenges and variety and is always ready to “roll up their sleeves”.
**KEY RESPONSIBILITIES**:
**Facilities**:
- Manage administration of office facilities and ensure that all facility related components are maintained properly from ceiling to floor
- Review and approve supply requisitions; assigning and monitoring administrative functions; includes sourcing and benchmarking for cost-effectiveness
- Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
- Monitor and manage all vendor relations for the building, outside vendors, event vendors including payment of invoices
- Liaison for building services and management, as well as other tenant interactions including understanding lease requirements
- Manage space planning, seating charts, office build-out/renovations, and coordination of office moves together with the Regional Director
- Manage and track office contracts, proactively address problems, terminate or renew agreements and source new suppliers if needed
- Manage facilities request that arise daily with employees, projects, and vendors.
- Act as the primary afterhours contact for ADT Security
- Act as Fire Marshall for fire drills and emergency evacuations
**General Office Support /Administration**:
- Reception duties such as answering the phone, collecting mail and distribution, bank deposits, couriers, scanning documents for Project Assistants and Accounting
- Coordinate ordering of company promo wear with staff and with other offices including tracking of staff distribution of product.
- Ensure the office environment is safe, clean, and running properly including reception, meeting rooms and kitchens (includes but not limited to cleaning fridges, microwaves, coffee machines )
- Purchasing - maintaining office supply inventory levels and place orders as required. (includes stocking everything from stationary, to kitchen/bathroom supplies, to milk/creamer, coffee, snacks and beer)
- Oversee audio visual equipment in all meeting rooms
- Assist with meeting room setups and clean ups when necessary in coordination with appropriate project assistants including ordering of food and meeting invites
- Manage and monitor office equipment and arrange repairs
- Establish, update, and maintain system for record keeping, inventories of physical storage
- Serve as the go-to for office inquiries and general office tasks
- Manage and administer transit program
- Ensure insurance for company van is renewed annually
- Assist with onboarding process as per internal onboarding protocol, updating staff lists and maps and closely cooperating with Talent and Culture and service area assistants
- Manage staff cell phones ordering and replacement
- Manage staff parking spaces and allocation with help of Regional Manager
- Manage landlord communication to staff
- Reconcile Visa statement for office purchases
- Maintain business licenses
**Health and Safety**:
- Act as primary Level 1 first aid and fire marshal
- Update emergency contact list as required
**Event Coordination**:
- Plan and coordinate all logistics for regional Christmas party - negotiate and event space catering, audio/visual contracts, transportation, accommodation, etc.
- Collaborate with social committee to plan and organize regional office social events (summer bbqs, charitable fundraisers etc)
- Assist service area project assistants with coordination and implementation of client events
**QUALIFICATIONS**:
- 3-5 years of experience in a similar operations or office administration role
- Proven experience in developing and maintaining administrative processes that reduce redundancy, improve accuracy and efficiency, and achieve organizational
- Excellent demonstrated experience with Microsoft Suite
- Strong written and verbal communication skills in the English language are required
- OFA Level 1 First Aid certified preferred (can be obtained on the job)
**SKILLS AND COMPETENCIES**:
- Goal oriented self-starter who can work independently and reliably with mínimal supervision and has an appetite for continuous learning
- A friendly, approachable, “can-do” attitude and customer focused approach that will enable you to deal with challenging situations with integrity, empathy and sincerity
- Collaborative and demonstrates initiative, strong interpersonal skills and the ability to learn quickly
- Resourceful, flexible and comfortable working in a dynamic environment with evolving responsibilities and processes
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