About this role
The Front Office Administrator plays a key role in maintaining a professional and welcoming atmosphere for clients and employees. This highly visible position requires exceptional communication skills, attention to detail, and the ability to handle various administrative tasks.
ESSENTIAL FUNCTIONS
- Maintain the overall appearance and functionality of the corporate office by overseeing cleanliness, service, and stocking of supplies
- Manage inventory levels and order office and kitchen supplies as required, ensuring cost-effectiveness and timely availability
- Liaise with engineering, housekeeping, and external vendors to address maintenance issues promptly and efficiently
- Oversees office operations and HR invoice processing, ensuring accuracy and timely payment for all expenses
- Establish and maintain efficient organizational systems, including electronic filing and record-keeping, contributing to streamlined office operations
- Ensure the functionality of office equipment, managing service calls, and coordinating repairs or replacements when necessary
- Assist in planning and executing company events, programs, and meetings, ensuring seamless logistical support
- Provide administrative support to the office as a whole, including managing conference room calendars, scheduling meetings, and document preparation.
- Assist HR with onboarding new employees, employee offboarding, maintaining office records, maintaining company intranet, and coordinating events (benefits fair, lunch & learns, employee engagement events, employee birthdays)
- Serves as a central point of contact for internal company-wide communications
- Answer the corporate office’s general phone line, transfer calls to the appropriate person, take accurate messages as needed, and promptly route voicemail messages to the correct recipient
- Enhances workplace experience and employee engagement by arranging employee lunches, appreciation day activities, and other interactive office initiatives
- Manages shipping, receiving, and distribution of mail and packages.
- Facilitate daily employee perks and engagements such as dry cleaning, car wash, birthdays, etc.
MINIMUM REQUIRED QUALIFICATIONS
- Ability to sit at a desk for extended periods.
- Equipment used includes PCs, phones, copiers, scanners, faxes, and door release systems.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint), Adobe, Canva, and basic computer skills.
- Professional demeanor, strong interpersonal skills, and a positive attitude.
- Exceptional attention to detail and strong written and verbal communication skills.
- Ability to multitask, prioritize tasks, and follow through on assignments.
- Problem-solving ability with a proactive approach to resolving issues.
- Ability to travel to and from properties within our portfolio for backup support.
- Flexible availability for occasional evenings, weekends, and holidays for special events.
- Capable of lifting up to 20lbs., handling packages, and distributing mail.
- Experience in office, retail, or hospitality customer service roles.
- Minimum of 2 years of work experience in customer service or administrative role.