About the role:
As part of the CEO Office, our Office Administrator provides critical support to ensure that our people can operate in an optimal environment. The ideal candidate should bring positive energy, and is a natural people-person.
This role is responsible for ensuring the smooth and efficient operation of the office environment, managing facilities, and overseeing front desk activities. This role involves coordinating office activities, maintaining facility operations, and providing exceptional experience to clients, visitors, and staff.
What you will do:
Office Operations:
- Oversee daily office operations (including managing of cleaning vendors), ensuring a productive and professional work environment.
- Ensure adherence to office and workstation policies including cleanliness and safe working environment.
- Manage office supplies, inventory, and equipment maintenance.
- Manage pantry supply and ensure timely restocking.
- Coordinate and manage office events, meetings, and company functions.
- Develop, implement and communicate office policies and procedures to improve efficiency.
- Manage budget for office supplies and facility expenses and process invoices and manage vendor payments as required.
Facilities Management:
- Ensure the office and facilities are well-maintained, clean, and safe.
- Coordinate with external vendors for cleaning, maintenance and repairs.
- Handle facility-related issues and emergencies promptly.
- Liaise with building management.
- Oversee security systems and access control.
Front Desk Operations:
- Greet and assist visitors and clients in a professional and friendly manner.
- Manage incoming calls, emails, and mail, directing them to appropriate personnel.
- Maintain the reception area, ensuring it is tidy and welcoming.
- Schedule and coordinate meeting rooms and conference spaces.
Other Duties:
- Support HR on people initiatives such as employee engagement activities, new hire onboarding process, etc
- Main caretaker of our 2 office cats: arranging for grooming & vet visits (when necessary)
- Attend to collection of giveaways
A successful candidate should have:
- Experience in community and office management of a mid to large scale organization is preferred.
- Experience in Google Workspace.
- Strong communication, problem-solving and multitasking abilities.
Due to the nature of work, this position will be required to work from the office.