Office Administrator

Job Responsibilities

• Greet clients, staff, vendors, and guests.
• Ensure that reception area is always clean and welcoming.
• Answer and route calls received via Teams.
• Reply to email, telephone, or face-to-face inquiries.
• Help visitors with access to the office and seating arrangements.
• Book conference rooms and schedule meetings for groups.
• Verify accurate processing of seating reservations into meeting reservation tool.
• Manage & validate parking and building access card issuance.
• Submit IT and building repairs and maintenance support tickets.
• Handle questions and provide assistance to all staff.
• Receive and distribute mail. Process outgoing mail.
• Perform administrative and clerical duties such as filing, typing, copying, and scanning.
• Invent and order office supplies.
• Reconcile all expenses made for office.
• Perform duties within budget.
• Food: Make coffee and ensure that all appropriate coffee accompaniments are available.
• Coordinate office lunches, catering, setup, and clean up meals as needed.
• Maintain kitchen, snack, and drink supply inventory.
• Order, receive, and stock kitchen with inventory.
• Maintain kitchen is clean and orderly.

Requirements

• Minimum 3 years’ experience in office administration or related roles required.
• Knowledge of computers and relevant Outlook software applications.
• Common sense with a positive attitude.
• Strong organizational skills with the ability to prioritize tasks efficiently.
• Excellent communication skills, both written and verbal.
• Attention to detail and accuracy in handling mail, inventory, and administrative tasks.
• Proficiency in using office equipment such as postage machines, printers, and kitchen appliances.
• Must be able to work independently and within a group.
• Flexibility to adapt to changing priorities and occasional overtime.

Qualifications

• Report directly to regional manager.
• Works on various projects with others within the department.