Office Administrator

Office Administrator

We are seeking a highly organized and proactive Office Administrator to serve as the first point of contact for all visitors and employees. This essential role provides comprehensive support across office administration, engagement, procurement, and safety.

Job Responsibilities:

Building and Facilities Coordination

• Serve as the primary contact for building administration, including repairs, deliveries, and reporting issues to property management.
• Liaise with building administration to coordinate requests during business hours.
• Coordinate with local suppliers for office needs and collaborate with the on-shore Procurement team for vendor management.
• Ensure breakrooms and office supply areas are consistently stocked.
• Manage the building parking process, including registration, document submissions, and parking slot allocation.
• Monitor all working areas and equipment to ensure corporate standards for cleanliness, maintenance, and safety are met, promptly advising Maintenance of any issues.
• Conduct facility tours for new employees and visitors.
• Contact the day porter as needed for cleaning and spill issues.

Financial and Procurement Administration

• Manage petty cash liquidation and cash advances, submitting fund requests to the Controller.
• Purchase and distribute office supplies and pantry snacks.

Safety and Security

• Assist Corporate with security camera maintenance and compliance, partnering with the VP, Environmental Safety and Health.
• Maintain awareness of all safety and security information and keep an up-to-date list of emergency contact numbers.
• Assist in coordinating employee engagement and on-site Employee Resource Group (ERG) events.

Additional Responsibilities

• Perform other administrative support and special projects as assigned by the VP, Environmental Safety and Health.

Qualifications:

• High School Diploma or GED required.
• At least 2-3 years of office administration experience.
• Strong interpersonal and communication skills to build and maintain relationships with internal teams and external vendors.
• Exceptional attention to detail, organizational, and time management skills.
• Ability to work independently and manage multiple priorities in a fast-paced, high-volume environment.
• Analytical mindset with the ability to identify issues and propose practical solutions.