Front Desk Administrator

2 weeks ago

Langley, Canada Horizon Contracting Group Full time

**Horizon is looking to add a full time Office Administrator to our office located in beautiful Langley BC Start Immediately**

**Job Summary**

Reporting to the Accounting Manager, as the Front Desk Administrator at Horizon Contracting Group, you will
be expected to ensure efficient general management of the office and effective communication of office
guidelines to all staff. You are a flexible problem solver with superb communication skills, a detail-oriented
mindset and excellent customer service skills. Reporting to the Accounting Manager, the Front Desk
Administrator Works directly with the Executive team, business unit managers, project managers, and the entire
finance and administration team as part of our collaborative team-based culture. The key accountabilities of this
role are timely and end-to-end completion of office related projects, coordination of office and IT tasks and
timely response to and problem solving of all office and administration queries.
The Office Administrator acts as the first point of contact for all who enter the Horizon Office. This position is
responsible for reception duties as well as various administrative tasks as assigned by the finance manager,
administrative manager, and Human Resources Manager.

**The hours for this role are 8:00am - 4:30pm Monday
- Friday. Hybrid work schedule is not available for this role**.

**Responsibilities Reception**:

- Answering and redirecting phone calls on the switchboard.
- Sort, stamp, and distribute incoming mail; prepare, stamp and deposit outgoing mail.
- Schedule courier deliveries and distribute incoming packages.
- Order/distribute office/kitchen/janitorial supplies.
- Track/order custom pre-printed stationery and forms.
- Basic, routine maintenance of the copiers and printers.
- Clean, maintain, and stock the kitchens/boardrooms.
- Manage and maintain boardroom bookings.
- Assist the office staff with scanning of documents.
- Scan daily deposit cheques and send to A/R, Controller and CFO.

**Office Administration**
- Coordinate all office/building related projects and address all building maintenance issues by liaising

with building vendors and internal building maintenance staff.
- Communicate important office related information to staff (such as planned power outages, new vendors,

changes in current vendor services, birthday celebrations, etc.)
- In coordination with the Finance Management team, assist with preparation of company policies as they

relate to Office efficiencies.
- Negotiate office-related contracts and contract renewals including contracts for janitorial and building

maintenance, office phones, copiers, coffee service, etc.
- Manage janitorial services and address office cleanliness issues as they arise.
- Maintain office subscriptions to newspapers and journals.
- Run errands as required utilizing personal vehicle, while keeping track of KMs for reimbursement
- Ensure effective performance of office equipment, including computers and software, photocopiers, and

printers, and manage all maintenance issues.
- Lead the execution and management of company internal including Christmas party, staff events and

outings, and booking of travel, accommodations, and activities for the same.
- Plan, coordinate and order client and employee gifts during Christmas and throughout the year.
- Review of sponsorship and charity requests and ensure spending within budget and approved by Chief

Growth Officer and the Executive Leadership team.
- Order Business Cards, brochures, pamphlets, posters, letterheads, and other document management in

coordination with the Chief Growth Officer.
- Administer Company’s memberships to affiliated associations and plan and co-ordinate Management

participation to events.
- Plan and coordinate management participation in third-party events (golf tournaments, expos, etc.),

including ensuring the event expenses track against budget, liaising with third parties, organizing travel

and accommodations, and communicating the same to management.
- Co-ordinate company philanthropic initiatives including donations, gift baskets, flood, and food drives.
- Organize charity car wash event in coordination with the HR team.
- Create Gift cards for business development events and maintain the redemption of gift cards.
- Maintain and stock kitchen, office and boardroom supplies and ensure professional office appearance.
- Other office-related projects as assigned by the Executive Leadership team or the Finance Management

team.

**Information Technology**
- Primary contact for I.T. related day-to-day functions and activities.
- Coordinate with I.T. consultants to set up new users or deboard users in a timely manner.
- Administer the mobile device management plan and addition and removal of staff from the cell phone

and iPad plan as needed.
- Administer the office telephone system, including adding new users, removing users, and maintaining

voice mails.
- Coordinate I.T. services, systems, req

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