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14 Jun 2022
Full-Time Office Administrator
Job Description
Purpose of the role
Employ a well-organized and responsible office professional to assume the position as Office Administrator. This person should have a background in office administration, with experience interfacing with clients. This role requires a highly motivated self-starter who understands the overall day to day needs of a fast paced and forward-thinking environment. They will interact daily with all employees, firm guests & vendors and may be asked to provide ad hoc administrative support.
Responsibilities and duties (include but not limited to)
- Oversee front desk reception:
- Register clients & firm guests with building security, greeting guests as they arrive and directing them to their destination
- Monitor incoming business calls and routing to appropriate departments
- Receive and sort mailings and deliveries
- Organize and schedule meetings, client events, conference rooms, conferences
- Maintain senior management meeting calendars and assist with meeting facilitation
- Perform functions such as filing, copy/faxing & maintaining supplies
- Maintain relationship with building management, monitoring the office environment for any additional needs – ensure the work environment is safe and secure
- Ensure reception & pantry are clean, orderly, and stocked properly at all times
- Monitor and receive mail, invoices and other materials. This may include lifting, sorting, and/or distributing packages of various weights and sizes
- Maintain company information files, and databases such as floor plans, contact information & vendor information
- Prepare reports, proposals, correspondences & presentations as needed by various teams (Sales, Business Management, HR etc).
- Coordinate domestic and international business travel & accommodations for executive & senior team members
- Work closely with finance to reconcile business expenses and vendor statements
Provide additional admin support in the following functions:
- Recruitment
- Coordinate and schedule interviews for open roles; liaise with agency recruiters on scheduling and sending meeting confirmations as needed
- Ensure candidate and internal interviewer both attend the meeting
- Manage recruitment trackers
- Create a feedback form for each role (MS Forms or Word Document); collect and compile interview feedback for hiring managers
- Assist with resume sourcing as needed
- Perform phone screens as needed (HR to advise)
- Onboarding new hires and offboarding
- New Hire on-boarding:
- Facilitate building ID’s and office access
- Organize and track training and certifications (ex.Thomson Reuters, employee handbook, information security) & CWOC
- Forward various calendar invites including bi-monthly company meetings, all-hands & townhalls
- Administer onboarding schedules, provide access to confluence page, and other employee applications as needed
- Schedule employee 90-day review with Reporting Manager
- Assist with new hire orientation, deck creation and meeting facilitation
- Update office seating chart
- Place order for business cards (as requested and approved by Manager)
- Off-boarding:
- Remove access to tools and applications (ex. in Thomson Reuters, etc) confluence page, office badge collection and deactivation
- Facilitate the return of Pico equipment through FedEx and Corporate Infrastructure
- Coordinate return of personal belongings from the office
- New Hire on-boarding:
- Other responsibilities to include but not limited to:
- Collaborate with regional Office Admin on global initiatives
- Participate in various forums, task forces and committees as appropriate
- Focus on employee engagement activities to help boost morale and in-office collaboration
Working Arrangements
This is an office based position. Candidates are required to be in the office Monday-Friday from 8:30-5:30.
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