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Office Administrator

4 weeks ago

Calgary, Canada Trafigura Full time

**Main Purpose**:
**Knowledge Skills and Abilities, Key Responsibilities**:
**Key Responsibilities**:
General
- Ensures a smooth and seamless employee and guest experience by communicating warmly, professionally, clearly, and effectively to complete the request
- Welcome all visitors to the Calgary office by greeting them, sharing security protocols, along with waiting on guests for refreshments
- Setup conference room(s) and video meetings as requested
- Manage meeting room booking calendar for all staff
- Present and maintain a neat and organized appearance in all common areas
- Manage inventory to ensure all items are fully stocked, including office supplies, kitchen items, refreshments, etc
- Coverage of reception area during business hours
- Answer phone calls in a prompt and professional manner, along with ensuring phone coverage during all business hours
- System administrator for Win-Pak to create work badges for all employees and visitors
- Pick up mail daily, including courier packages, ensure adequate postage is maintained in postage meter machine, distribution of incoming mail to employees, and assist with outgoing shipping
- Support the Office Manager in any requested tasks and serve as a backup in their absence

Travel
- Arrange air travel, hotel arrangements, and transportation for all visitors and employees, as requested, and ensure they receive accurate itineraries
- Point of contact for all visiting members of staff; responsible for advising IT of visitors needs before arrival

Other
- Coordinate projects and office events as directed by the Office Manager and Director
- Assist with onboarding new hires in collaboration with HR
- Support staff members on any projects, tasks and expense reports
- Light cleaning of meeting rooms, kitchen areas, and desks as needed

**Abilities, Experience and Qualifications**:

- Bachelor's Degree or a minimum of 3 years of relevant experience
- Advanced PC skills - including Outlook, Word, Excel, and PowerPoint

**Competencies**:

- Ability to professionally communicate and provide written communication with all levels
- Professional and welcoming attitude
- Excellent organizational skills
- Customer service oriented
- Sense of urgency, ability to be resourceful, and proactive when issues arise

Ability to multitask and manage time by prioritizing tasks appropriately

**Key Relationships and Department Overview**:
Office Manager, Office Director, and Human Resources

Job ID R-012654