Job Summary: We are seeking a dedicated and organized Office Administrator to manage daily office operations and ensure a smooth and efficient work environment. The ideal candidate will be responsible for a variety of tasks, including reception duties, kitchen maintenance, mail handling, and general office upkeep.

Key Responsibilities:

• Reception Duties:
• Answer all incoming calls in a timely manner, respond to any inquiries, and forward to appropriate staff member.
• Provide general information to clients and the public.
• Manage the reception area, ensuring meeting rooms are stocked and prepared for guests.
• Greet visitors, ascertain nature of business, and direct visitors to appropriate person.
• Present self in a professional manner, as the face of the company.
• Arrange all catering for meetings.
• Manage multiple e-mail accounts. Create tasks from communications as necessary.
• Collect physical mail, date stamp and distribute as appropriate.
• Prepare and send all courier packages.
• Ensure the office is “closed” at the end of each day.

• Kitchen Maintenance:
• Load and unload dishwasher daily
• Ensure stock of kitchen supplies is adequate, ensure supplies are within acceptable expiry dates.
• Perform general wipe-downs of counters and kitchen spaces.

• Boardroom and Office Upkeep:
• Maintain cleanliness of board rooms (Tidy cords, refill candy jars, and wipe down whiteboards).
• Water plants weekly.

• Miscellaneous Tasks:
• Coordinate deliveries and pickups with vendors.
• Coordinate and manage office and kitchen supply inventory.
• Coordinate contractors for general office maintenance.
• Maintain “Dead Storage” filing system and back storage area.
• Coordinate and arrange for all employee’s workspaces, supplies and coordinate with Manager of IT for new employees.
• Maintain and organize office equipment and PPE.
• Coordinate all travel requirements
• Coordinate logistics for tradeshows
• Backup to other support staff, as needed (this may include typing, binding, filing).
• Provide any other assistance to engineers/designers to keep them focused on their billable work.
• Other duties as required.

Qualifications:

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• High attention to detail in all areas of activity
• Proficiency with Microsoft O365 software.
• Ability to work independently and as part of a team.

Work Schedule:

• 40 hours per week from 8:30 am – 4:30pm (1/2-hour lunch).
• Occasional flexibility required for specific tasks and deliveries.