Office Administrator Jobs

ROLE OVERVIEW

In the role of Office Administrator, in the Toronto office, it is anticipated that the employee be able to work collaboratively and effectively with all levels of management, staff, clients, external partners / suppliers, and vendors. The employee will be responsible for the following:

Office Admin / Facilities Key Responsibilities:

• Courier Services, distribute packages and mail as delivered for the day: Maintain FedEx & Messenger Services
• Greet guests in a professional, friendly, hospitable manner
• Serve as primary site liaison for Environmental Health & Safety compliance (as appropriate)
• Maintain and update front desk reception manual and visitor manual
• Assisting with coordination/setup of catering for meetings
• Well-developed interpersonal and relationship building skills. Clear and concise communication skills, both written and oral with the ability to communicate effectively at all levels
• Assist in event planning
• Prepare conference rooms prior to guests’ arrival
• Manage preventative maintenance schedule for all facilities appliances (Coffee & water machines, refrigerator, dishwasher, etc.)
• Coverage of the reception desk
• Serve as the primary point of contact for BAM facilities vendors, facilities quality, safety, compliance, and performance
• Maintain calendar schedule of guest visitor offices/desks and conference rooms
• Assist with organizing/tracking accounts payable invoices and submit for approval
• Professionally answer, screen and route all incoming calls
• Visit Calendar, liaise with technology/desk support teams: Add visitor to Visit Calendar, Communicate desk location to guest
• Communicate with building engineers or appropriate vendors to handle any repairs / other requests
• Stock all office supplies – ensure that everything is neat and proper on a daily basis (paper in all copiers, bathrooms, conference room etc)
• Maintain physical appearance of office and ensure all facilities are in working order

Office Floorplan / Move Management:

• Manage seating / floorplan through online workplace planning tool (WISP and Robin) - Add, change or vacate employees from office seating charts; Create possible scenarios to workout future seating possibilities for manager approval; Run reports as needed
• Facilitate moves and seating for new employees starting at the office, as well as visitors
• Communicate with all users involved and reach diplomatic solutions among existing teams to place employees in the best seat possible for workflow
• Assist in scheduling team for larger scale moves and coordination with
• Maintain Internal Visit Calendar for employees and Guests: Add visitors to Visit Calendar, enter all guests into building security portal, Communicate with IT with the visitor's desk locations, Track and reply to all visit emails pertaining to the location, Ensure Guest Desks are set up and stocked with basic supplies

Office Services:

• Order all necessary supplies for the office: kitchen, bathroom and other stock (monitor and order as needed)
• Assist with organizing/tracking accounts payable invoices and submit for approval
• Handle all vendor deliveries – unpack as needed
• Business Mail, Shipping & Courier Service Needs: Ship out business/office related items via UPS, FedEx, USPS; Distribute packages and mail as delivered for the office daily; arrange courier services as needed

Support / Onboarding:

• Special projects/event planning for business or office-related activities as assigned
• Onboarding support for new hires: Initial office supplies/desk set up
• Activate and deactivate employee ID cards in Kastle.
• Backup Coverage of the reception desk – (as needed): Professionally answer, screen and route all incoming call; Greet guests in a professional, friendly, hospitable manner; Maintain calendar schedule of guest visitor offices/desks and conference rooms; Prepare conference rooms prior to guests’ arrival; Order catering for meetings, as needed for the business
• Work closely with all other BAM offices on business related ad-hoc project needs, requests and all other coordination.

Real Estate Management Duties:

• Liaison with Building Management on utilities, services, maintenance requests, etc...
• Move/Add/Change management
• Eyes and ears on ground for Global Head of R/E
• General upkeep of the office
• Employee seating planning/documentation

All Members – Administrative:

• Systems: Microsoft Office; Outlook, Word, Excel, PowerPoint
• Work with Global Admin Team on Firm Wide Events and Initiatives
• Acting member of global administrative team
• Participate in monthly team meetings
• Liaise with Management Accounting department on Corporate Credit Card program

QUALIFICATIONS & REQUIRMENTS:

• 3-5 years of reception experience preferably within financial services
• Excellent verbal and written communication and organizational skills
• Maintain a sense of urgency and can prioritize appropriately
• Strong attention to detail
• Demonstrate multi-tasking and project management skills
• Must be team-orientated, trustworthy and display strong follow-through
• Works independently, but properly escalates when necessary
• Professional and positive attitude