Role Summary 

Reporting to the VP, Corporate Services, this role is responsible for ensuring both our internal and external customers receive exceptional customer service and support. As one of the initial points of contact for the public, the delivery of exceptional customer service is a priority. The administrative component focuses on the provision of office management support services to the team as well as liaising with office suppliers. This role functions in a team-oriented environment consistent with our values of community, diversity, and integrity. 

Key Accountabilities

• Respond to all public inquiries independently where appropriate or re-direct inquiries to the appropriate person or department.
• Coordinate the flow of information, publications, and correspondence within the office, to other company locations, and to external recipients; including pick up, distribution and drop off mail, courier pick-ups, and deliveries.
• Monitor meeting room schedules and maintain room supplies; ensure rooms are tidy after each meeting.
• Maintain cleanliness of the kitchen and lunchroom at all times including ensuring availability of beverages, cutlery, dishes, towels, and other kitchen supplies. Ensure all appliances are maintained in proper working order.
• Maintain office supply inventory including sourcing sustainable products, standardizing supplies, monitoring consumption, and identify opportunities for savings.
• Respond to and/or coordinate response to various office maintenance requests and inform stakeholders of status of repairs.
• Liaise with the Landlord on office related matters including parking, building security, and other communication that then needs to be provided to the public, suppliers, and staff.
• Administer key fobs and alarm codes activations and de-activations along with keeping up to date documentation.
• Respond to staff inquiries regarding bicycle lockers and other amenities in the area.
• Maintain list of current contacts and contracts pertaining to office supplies, systems, and equipment.
• Maintain detailed, concise, clear, and current written office procedures, accessible in various formats, for reference by team members.
• Detailed awareness of life safety features of the premises and emergency preparedness and response procedures, and participate in the Emergency Response Team.
• Book, coordinate, and plan events including preparing and posting related articles & events on our corporate intranet. Be an active member of the Joint Occupational Health and Safety Committee (JOHSC) and Social Committee, supporting the committees with administrative duties such as taking minutes, updating procedures, and other documentation as directed.
• Provide new employees with an office orientation, and ensure their workstations are set-up with the necessary supplies.
• Responsible for monthly expense reports, corporate record maintenance, and petty cash as directed.
• Provide administrative support as directed by the Senior Executive Team.

Education & Experience

• Have a minimum grade 12 with post-secondary education relating to administrative support experience is required plus five (5) years related office administration experience and/or front desk. An equivalent combination of experience and education will be considered.
• Proficient skills in G Suite applications and, in particular, Google Docs, Google Sheets and Google Slides.
• Familiarity with Adobe Acrobat Pro considered an Asset. 

 Required Knowledge, Skills, & Abilities

• Exceptional interpersonal skills: pleasant and professional demeanor, ability to deal courteously and effectively with individuals from multiple disciplines and backgrounds. Friendly, tactful, and professional with excellent interpersonal skills.
• Demonstrated ability to be proactive and initiate new projects as needed.
• Ability to effectively and efficiently manage inventory for a large office.
• Effective written and verbal communication skills with a strong attention to detail.
• Ability to maintain confidentiality and handle sensitive issues with a sound sense of when to use personal judgment and when to escalate an issue.
• Proven organizational skills and ability to handle multiple tasks and to adjust priorities when needed. This includes an ability to focus and complete tasks on time and with accuracy despite interruptions.
• Understanding of systems, processes, policies, and procedures relevant to the operation of an office.
• Strong ability and comfort level with the use of a variety of technologies including office equipment, telephones, security systems, PC’s laptops, smart phones, projectors.
• Ability to anticipate ways to improve the general efficiency and effectiveness of office related activities and processes while contributing to a positive office environment.
• Passionate, friendly, and confident with an ability to multi-task and prioritize.

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