Front Office Administrator

AFL is a leading provider of integrated solutions in the fiber optics industry. By offering expertise, products, and services in engineering, construction, and installation and repairs, AFL provides end-to-end solutions for customers’ broadband networks. From being environmentally-conscious to ensuring a healthy and safe working environment, AFL invests in its employees. AFL proactively engages with its communities through grants, service projects, environmental initiatives and more. Through a culture of commitment and collaboration, the company is a trusted advisor for customers in the telecom, oil and gas, and utilities markets. AFL is proud of its impact on communities, connecting people with innovative technologies, exceptional products and high-quality services.
We have a reputation in the fiber optics industry for consistently being at the forefront of technology and innovation. Want proof? We were founded in 1984 with a single product, fiber optic ground wire. Today, we sell thousands of products and services to multiple markets across the globe and have become a billion-dollar company in revenue. Not only do we have a track record for growth and financial stability, but we are also backed by Fujikura, a $6 billion company with a 128-year history of product innovation. With our culture of commitment and professional growth opportunities, AFL will give you the opportunity to reach new heights and take your career to the next level.
AFL has operations in Canada, the U.S., Mexico, Europe, Asia and Australia and is a wholly-owned subsidiary of Fujikura Ltd. of Japan.

**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;
- Handle mail, inter-office mail, and courier packages ensuring they are delivered to the correct staff person or department. Coordinate outbound courier as needed;
- Assist EHS with Calgary administrative tasks such as:

- Production of Health and Safety Manuals, and maintenance of first aid and safety kits, and Safety Data Sheet book
- Editing documents, printing, binding, and mailing out to all offices throughout the province
- Producing documents for Health and Safety meetings
- Conducting monthly building inspections followed by a report of the findings
- Completing reports for any emergency or non-emergency situations
- Track and monitor visitor daily sign in sheet
- Track and monitor personal protective equipment (PPE) supplies
- Manage general office supplies, ensuring an organized system for all staff to access;
- Coordinate the purchase of office supplies ensuring they are adequately maintained within office and warehouse; as well as for other Alberta and BC locations as needed;
- Source products and equipment as necessary, working with Office Manager, Department Managers, and Senior Manager, Facilities & Fleet where appropriate;
- Point of contact and responsible for handling vendor services such as coffee service, copier maintenance, shredding, janitorial, etc. Track and monitor spending;
- Monitor the office for repair and maintenance requirements. Report issue or submit ticket. Liaise with Landlord maintenance.
- Assist in arranging for repair and maintenance of office equipment and furniture as necessary;
- Administer security access program; Manage security scan cards for current and new employees as well as submitting orders for new access cards through the building owners/managers;
- Enter staff time cards and submit tie out reports for approval and processing;
- NCR books (used by construction in the field): Order as necessary. Distribute as requested throughout Alberta and BC. Track distribution as well as completed returns;
- Handle business card orders;
- Manage booking of boardrooms/hoteling offices/personal 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
- Clean and reorganize the meeting room to ensure the boardroom is ready for use for future
- 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;
- 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 invoice coding for accounts payable in Surrey, BC when needed (eg. staff member is on vacation)
- Assist IT as needed. e.g. asset management, boardroom technology, hotel desk set-up.
- Assist Fleet with filing paperwork, creating drivers' books, compiling driver documents, updating codes, and other tasks as