The Office Administrator is responsible for delivering the highest standard of internal/external client service and the efficient implementation of all activities related to general administration and front desk duties.
Answers all incoming phone calls and responds to all requests coming to the front office;
Greets guests of Minto, offers hospitality service, and directs as required;
Ensures requests are responded to in a prompt, efficient and friendly manner;
Sorts, distributes and pick-up of incoming/outgoing mail, inter-office mail and courier shipments;
Supports office administrative staff and equipment with respect to service, the inventory of supplies and installation of toner and paper for the photocopiers, fax machines, and area printers.
Orders and distributes office supplies when required;
Assists with booking and controlling boardroom availability (i.e.: set up Videoconference calls);
Ensures all supplies and equipment are in proper working order for each of the boardrooms;
Ensure boardroom cleanliness and appropriate set-up, supplies and equipment has been provided;
Assists with the duties associated with the ordering, receiving and stocking of the kitchen supplies and area;
Responds to internal requests i.e.: IT requests; ordering office supplies;
Coordinates the processing of expenses for departments;
Prepares and distributes internal and external correspondence including emails and faxes;
Organizes electronic and hard copy files;
Provides, tracks and updates various weekly reports;
Other duties within the scope, spirit and purpose of the job, as requested by management.
Education: College diploma is a required or undergraduate minimum.
Experience: A minimum one to two (2) years of relevant office work experience.
Skills, Knowledge and abilities:
Microsoft Office (Intermediate - Word, Excel) and Outlook
Good Judgment and Professionalism (ability to exercise tact, good manners, discretion, confidentiality, maturity)
Customer focused and positive attitude
Patience and problem solving when dealing with internal/ external customers
Excellent Communication skills (listening, verbal and written) and interpersonal skills