Office Administrator/Reception

Key Responsibilities And Tasks

• Serve as first point of contact by professionally answering calls, greeting visitors, and directing inquiries to the appropriate departments.
• Provide administrative support to the General Manager and Vice President as needed.
• Maintain inventory of office supplies and equipment to ensure availability and uninterrupted daily operations.
• Manage local onboarding and offboarding processes, including paperwork, access badges, desk and device setup, and equipment resets.
• Keep accurate records, spreadsheets, and IT asset inventories, ensuring timely updates and tracking.
• Maintain breakroom by ensuring supplies are stocked and appliances are cleaned and maintained regularly.
• This includes running and emptying the dishwasher daily, as well as ensuring the coffee machines and refrigerators are kept clean.
• Perform daily upkeep of server room, including emptying water from IT equipment to ensure functionality and prevent issues.
• Manage incoming and outgoing mail, ensuring it is distributed to the appropriate recipients and that outgoing items, including checks, are processed promptly.
• Support coordination of branch meetings by preparing materials, managing invitations, and ensuring conference rooms are set up.
• Routinely update digital displays with internal communications such as news, events, and employee milestones.
• Contribute to planning and execution of office events, celebrations, and special occasions, ensuring successful delivery from start to finish.
• Submit invoices for office-related expenses to the accounting team in a timely manner.
• Act as liaison with building management and related parties to ensure office needs are addressed, including maintenance and repairs.
• Handle occasional off-site errands and tasks related to office operations, such as courier drop-offs or supply runs.
• Provide general administrative and operational support to staff and visitors as needed.

Qualifications And Competencies

• A high school diploma or equivalent required; an associate or bachelor's degree in business administration or related field preferred.
• 2+ years of experience in an administrative, receptionist, or office support role, ideally within a corporate environment.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with SharePoint or other office management systems is a plus.
• Excellent verbal and written communication skills, with a professional and welcoming demeanor.
• Strong organizational and multitasking skills with keen attention to detail.
• Ability to manage multiple priorities and adapt quickly in a fast-paced environment.
• Proven initiative and problem-solving skills with a proactive approach to supporting staff and office operations.
• Team-oriented mindset with the ability to build positive relationships across departments and with visitors.