Contract - Front Office Administrator

Surrey, BC Office/Whs
6 - 13120 76 Ave
Surrey, BC V3W2V6, CAN

AFL is currently offering a contract role for a Front Office Administrator. This role provides a valuable opportunity to gain experience in telecom. Currently the contract will be 2-3 months with a possibility of extension.

JOB SUMMARY

Under the general direction of the Office Manager in Surrey, BC, the Front Office Administrator is responsible for administering the day-to-day office service requirements and operations of the Surrey office to ensure a functional, pleasant, and safe work environment through responsive, efficient, and cost-effective office service programs and services to employees.

SPECIFIC RESPONSIBILITIES AND RESULTING OUTCOMES

- Provide reception duties, creating a positive, warm, and welcoming atmosphere for all employees, visitors, and stakeholders. Greet and assist visitors and staff.

- Manage front phone and respond to all general inquiries via in-person, phone, email, or Teams. Coordinate solutions for day to day asks from staff.

- Handle mail, inter-office mail, and courier packages ensuring they are delivered to the correct staff person or department. Coordinate outbound courier as needed.

- Purolator Expense Approval/ManagementSupport/help manage the Onboarding team with tasks such as credentialing, onboarding new hires, assets retrieval and assignments.

- Help Onboarding with new hire asset handover (Laptop, Access Pass, Parking pass, Name Plates and other office utilities) and setting them up in the office when they arrive.

- Help Onboarding with TELUS asset management/sorting/shipments/receiving/returns.

- Support Environment, Health and Safety (EHS) with tasks such as:

- Track and monitor visitor daily signing sheet

- Track and monitor personal protective equipment (PPE) supplies

- Amazon invoice management/sorting

- Purchase and manage general office supplies, ensuring an organized system for all staff to access.

- Point of contact and responsible for handling vendor services such as coffee service, copier maintenance, shredding, janitorial, etc. Track and monitor spending.

- Monitor office for repair and maintenance requirements. Report issue or submit ticket.

- Manage booking of boardrooms/hoteling offices/hotel desks. Organize and schedule meetings and appointments for shared meeting spaces and for other meetings as necessary.

- Prepare food and beverages as required.

- Tidy and reorganize the meeting room to ensure the boardroom is ready for future use.

- Work with the Executive members to support and assist with event management for Executive meetings including venue selection, technology requirements, catering, and refreshment arrangement, as required. E.g. Calendar Management for SLT

- Assist with coordination of vendors and staff to organize corporate social functions such as social committee events, community engagement activities, corporate events, meetings, and related events, as required.

- Ensure office environment, including boardroom(s), are maintained to a professional and cleanliness standard.

- Assist with all other related administrative duties as directed.

QUALIFICATIONS

Knowledge and Experience

- 1+ years’ experience in the coordination of office services

- Min Education - Post-Secondary Education

- Strong interpersonal skills including written and verbal communication

- Demonstrated customer service skills

- Strong organizational, prioritization and multitasking skills

- Intermediate knowledge of MS Office applications including Word, Excel, Outlook and PowerPoint. Experience with SharePoint and Teams

Skills and Abilities

- Flexible – open to change & new information and rapidly adapts to changing conditions or unexpected obstacles

- Detail oriented – excellent attention to detail with the ability to follow through on assigned tasks

- Independent – ability to work well under limited supervision

- Analytical Thinking/Problem Solving – capable of complex reasoning analysis

- Results focused – driven to achieve

- Interpersonal skills – friendly, attentive and helpful manner, set positive workplace tone, able to collaborate on projects, maintain effective relationships, and communicate clearly at all levels of the business

- Adaptability – capable of working in a fast-paced environment, adapt to various situations, and prioritize multiple work assignments simultaneously

- Team Player skills – Possess strong commitment to team environment dynamics with the ability to contribute expertise and follow leadership directives at appropriate times

WORKING CONDITIONS

Physical, Sensory and Mental Requirements

- Normal office environment.

Work Hours

General hours of Monday through Friday 8:00 am to 4:30pm. Occasional weekend or longer hours.

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