Office Administrator

**OFFICE ADMINISTRATOR**

**JOB DESCRIPTION**

**Summary**

The Office Administrator will be the first point of contact for the company and will provide administrative support across the organization. The Office Administrator will handle the flow of people through the business and ensure that all administrative responsibilities are completed accurately and delivered with high quality and in a timely manner. This is an evolving position and responsibilities may shift over time.

**Main Duties**
- Must comply with the Occupational Health and Safety Act and the BMG Health and Safety policies and procedures and wear appropriate personal protective equipment, such as safety shoes when entering the warehouse.
- Ensure all co-workers, visitors and anyone entering the office and warehouse or designated areas follow all appropriate health and safety procedures and wears appropriate personal protective equipment.
- In a professional and prompt manner all guests will be greeted over the phone, and directed to the appropriate contact. The expectation is that all calls are taken by the Office Administrator prior to the automated voice message system. The Office Administrator will be the first point of contact for BMG and to direct calls to the appropriate BMG employee which often means ‘filtering’ the calls to make sure the caller is directed internally if suitable, or redirected to another firm if BMG is not the appropriate service provider.
- Will greet and assist all visitors in a courteous and professional manner ensuring all guests have properly filled out the sign in/out sheet when both entering and leaving BMG. The Office Administrator will subsequently contact the visitors’ appropriate party and inform them that their guest has arrived.
- As per the BMG Accessibility Ontario Disability Act Policy (A.O.D.A), provide assistance to visitors who require assistance related to their disability (ies). Ensures that the employees they are visiting are aware of such assistance.
- For Service inquiries only, ensures work orders have been completed and provides copies to BMG Scheduling Department representative for their assessment and action.
- Coordinates and plans for office services, such as office equipment maintenance and repair, building security monitoring system, phone system maintenance, and keeping BMG building facilities stocked etc.
- Set up Purolator shipments
- Setup on-line Health & Safety Training for new employees
- Maintains company phone directory, keeping it current for BMG staff.
- Keeps track of employees leaving the building (In/Out Board)
- Performs various administrative duties such as keeping track of office supply inventory and ordering office supplies when required, opening/distributing daily mail and sending mail/courier as requested, general filing, faxing and photo copying etc.
- Maintains an inventory of Health & Safety supplies including ordering when supplies are running low
- Assists the accounting and payroll team with various data entry for BMG and associated companies in QuickBooks including time sheet entries for bmg & BGO in easy clock and QuickBooks.
- Books all hotel accommodation and airline tickets for BMG and associated companies out of town projects, ensuring best cost savings. Provides confirmation to employees and project manager.
- Enter all P.O.’s in Quick Books
- Enter Credit Card payments online.
- Source new suppliers when contracts come due (photocopier, Waste Pickup, rental Carpets, Document Shredding
- Assist the Social Committee setting up employee events
- Maintain the Boardroom calendar ensuring availability when required
- Performs any other administrative duties and/or projects as assigned by the Manager.

**Education, Skills and Experience**
- 2 years of previous receptionist and customer service experience
- 2 years of previous glass and window working knowledge would be an asset.
- High school education or equivalent
- College-level in administrative assistant course would be an asset
- Strong interpersonal skills with excellent customer service attitude and phone etiquette.
- Excellent oral, written and communication skills towards external and internal customer, vendors, suppliers and partners.
- Strong organizational and analytical skills. Detail oriented and able to analyze and troubleshoot customer issues.
- Proven ability to manage multiple tasks and deadlines
- Great working knowledge of phone network system
- Great working knowledge of the Microsoft Office system, most importantly; Excel, Word and Outlook
- Good working knowledge of the QuickBooks software

**Salary**: $17.00-$21.00 per hour

Expected hours: 40.5 per week

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- RRSP match

Schedule:

- Day shift
- Monday to Friday
- No weekends

Supplemental pay types:

- Overtime pay

Ability to commute/relocate:

- Barrie, ON L4N 2J1: reliably commute or plan to relocate before sta