Office Administrator

This position is the first point of contact for visitors to MEMS’ offices provides administrative and production support to the organization. This is a demanding multi-disciplinary role that will be fulltime to ensure that the Sherwood Park office is operating in accordance with MEMS’ requirements. Duties include but are not limited to: maintaining office equipment and supplies, undertaking reception duties, assisting project personnel in multiple areas including setting up meetings and corporate event planning.

**Key Responsibilities**:

- Answer incoming calls, respond accurately to general inquiries and requests for information.
- Greet and welcome guests, direct visitors to follow appropriate safety protocols and to the appropriate person/office.
- Assist in maintaining office security by following procedures and controlling access via the reception desk (monitor logbook, request security fobs).
- Redirect inquires to the appropriate person/department as needed.
- Completing office administration services for other office locations including remote locations as needed.
- Assisting with the planning and preparation of meetings while maintaining appropriate levels of confidentiality and discretion. This may include: assisting with setting up meeting rooms and catering, clean up, recording meeting contents and taking attendance as directed.
- Receiving and signing for letters, packages and other deliveries, distributing mail, processing courier packages, etc.
- Maintaining and tracking inventory levels monthly, accurately submitting POs to order office, coffee and other supplies as needed, while remaining fiscally responsible.
- Execute the purchase of various items on behalf of the organization including conference registration, employee gifts, etc. adhering to budget approval processes.
- Ensure proper operation of office equipment, coordinate repairs and maintenance as needed.
- Working cooperatively with other members of the Corporate Services and Project Services teams to ensure consistency and accuracy in procedures and processes by updating as required in consultation with the Administrative Operations and Production Lead and other team members.
- Ensure all common areas are tidy and presentable, including supply rooms and kitchen(s).
- Update floor plans, dietary needs list and other general office documentation. Update monthly office capacity tracker.
- Assist in the maintenance of general company information, such as employee information, floor plans, and key contacts and supplier information.
- Liaise with the building management regarding building maintenance issues and with the office cleaning staff. Seeks direction from Manager, Corporate Services and Facilities if needed.
- Supports the other Office Administrators in hotel and travel bookings (including flights) for technical staff.
- Support Onboarding of new employees, ensure that new hires orientation is complete and assist People & Culture as necessary in Onboarding process.
- Assist Administrative Operations and Production Lead and the Manager, Corporate Services and Facilities with event planning, operational initiatives and other special projects as required.
- Disseminating and preparing files for archiving/destruction, as requested.
- Other duties as assigned.
- Provide administration and production support conjunction with the Production Department. This may include working with corporate templates, formatting deliverables to MEMS Corporate standards, or other related documents.

**Education and Experience**:

- Completion of relevant education is preferred (e.g., Successful completion of Grade 12 and/or working towards a related administrative certificate from an approved business college/institute..
- Experience working with Microsoft Office 365 Suite of products.
- Knowledge of general records management practices.
- Experience working with SharePoint is considered an asset.

**Other Knowledge and Skills**:

- Ability to work in a fast‐paced environment and handle frequent interruptions while adapting quickly to changing needs and requirements.
- Strong interpersonal, organizational, analytical and problem-solving skills.
- Ability to take direction and guidance from multiple sources.
- Ability to handle confidential and sensitive information.
- Use of discretion and independent judgment in dealing with common issues, or escalating problems to the appropriate person as necessary.
- Ability to work with mínimal supervision independently, as well as in a team.
- Ability to multi‐task and work well under pressure.
- Excellent verbal and written communications skills.
- Strong and consistent attention to detail.
- Effective time management skills.

**Working Conditions**:

- normal office environment that requires sitting for extended periods of time;
- prolonged exposure to computer keyboards and computer screens;
- manual dexterity required to use laptop and peripherals; and
- sometimes requires long hours of work.

**About MEMS*