Role summary
The Front Office Administrator is responsible for creating a professional and welcoming office environment. Key duties include managing office supplies and inventory, coordinating with vendors for maintenance, processing HR invoices, maintaining organizational systems, and ensuring office equipment functionality. This role also involves assisting with event planning, providing general administrative support, managing communications, and enhancing employee engagement through various perks and initiatives. A minimum of 2 years of experience in customer service or an administrative role is required, along with proficiency in MS Office Suite, Adobe, and Canva.
The Receptionist 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. 
