Front Desk & Admin Assistant

Job purpose

Primarily responsible for Front Desk, Mailroom services, site aesthetical upkeep, Lead and Manage the site events and providing other Administrative support to the Team. This is a great opportunity for an energetic, customer-focused, self-motivated individual who enjoys working as a team and doing what needs to be done – together!

Duties and responsibilities

• Greet customers and visitors in a professional, friendly and effective manner, answer queries and provide information, announce information to site staff when necessary.
• Register visitors according to Company procedures; ensure photo ID is verified and guest logbook filled out.
• Maintain the reception area in a tidy and presentable manner.
• Maintain cleanliness of guest refreshment area, order supplies when needed and assist guests.
• Promptly respond to calls and respond to company emails in warm and timely manner.
• Operate a multi-line telephone system, screening and transferring calls to appropriate person or department.
• Organize/track courier invoices for processing.
• Distribute mail (incoming/outgoing), packages and coordinate courier pickups/order cab’s when necessary.
• Order office supplies as required, partner with the team.
• Support Onboarding of new hires, including but not limiting to preparing, organizing and compiling “New Hire” Packages.
• Creating Purchase Requisitions and Purchase Order for all HR expenses. Making sure that the payment is made on time to vendors by following up with Finance team.
• Lead all site event management including but not limited to engagement and community events with Social & Culture Committee.
• Drafting announcements to be rolled out by HR to the site.
• Other duties as required including general office administration.

Knowledge, Skills and Abilities:

• Good interpersonal skills and professional demeanor and superior telephone etiquette. 
• Strong Communication skills – both verbal and written including strong attention to detail.
• Proficient with Microsoft Office suite, SAP experience is an asset
• Ability to manage multiple priorities in a fast-paced dynamic environment
• Strong organizational skills – team player
• Ability to identify obstacles and provide solutions, and comfortable taking the initiative
• Strong Customer Service orientation

Qualifications:

• High school diploma or equivalent
• Office Administration diploma would be considered an asset
• 5-8 years of relevant experience in an Administrative / Receptionist capacity would be considered a strong asset 
• Proven ability in writing standard office correspondence, including memos, letters, etc.
• Strong knowledge of Microsoft Office products, including Excel, Word & PowerPoint.
• Good drafting skills.
• Able to maintain filing systems and basic database

Working conditions

• Work is generally sedentary in nature, but may require standing and walking for up to 10% of the time
• Lifting required for up to 20 lbs
• The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc.
• Work is generally performed within an office environment, with standard office equipment available

Physical requirements

Fully Office based role