Office Assistant - The Lodge

Position Summary

The Office Assistant organizes and coordinates administration duties and office procedures. Their role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Previous experience as a Front Office Assistant or Office Administrator would be an advantage. A successful Office Assistant should have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Serve as the point person for office manager duties including: maintenance, mailing, supplies, equipment, bills, errands, shopping
• Schedule meetings and appointments
• Organize the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Operate office machines, such as photocopiers and scanners, fax machines, voicemail systems, and computers.
• Check billing logs for completion/errors.
• Performs data entry, report writing and record compliance, and ensures timely completion of all billing and reimbursement functions. May perform additional clerical duties as required.
• Ensure that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Manage office General and Administrative budget, ensure accurate and timely reporting
• Provide general support to visitors
• Assist in the on-boarding process for new hires
• Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
• Liaise with facility management vendors, including cleaning, catering and security services
• Plan in-house or off-site activities, like parties, celebrations and conferences

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Proven experience as an Office Assistant, Front Office Assistant or Administrative Assistant
• Knowledge of office administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Hands on experience with office machines (e.g. fax machines and printers)
• Familiarity with email scheduling tools, like Email Scheduler and Boomerang
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus