), Coordinate/communicate with all building maintenance workers and tenants, Arrange for building access with security and maintain communication during any alarms/emergencies, Prepare and distribute Board of Directors and Audit packages, Assist with event planning (AGM, CEO events, office functions etc. Experience in a large company will be considered an asset, Functional competencies in office automation in the field of engineering consulting will be considered an asset, Proven proficiency on computer software applications (Word, Excel, Outlook, PowerPoint, PDF software), Excellent organizational, time management skills and the ability to handle multiple tasks, A team player with a positive and energetic attitude; and, Courteously welcomes on-site visitors, determines nature of business with a purpose, and announces visitors to appropriate personnel, Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate person, Acts as a company ambassador, being knowledgeable about company addresses, directions and other information as necessary, Responsible for efficient operation, look and feel of front desk and lobby, Receives, sorts, and routes mail, publications and internal communications, Maintains and restocks supply of beverages, snacks and supplies for board room & reception lounge, Coordinates Boston interview candidates, partnering with recruiting, Assists with the technological logistics of internal meetings, Assists in the coordination of corporate events, Orders office supplies and maintains supply room to appropriate inventory levels, Supports and performs other duties as assigned, Calendar management, including coordination of large internal and external meetings, Arranges, coordinates and executes travel arrangements for senior executives, Prepares monthly expense reports for senior executives, Catering and event planning for Provider Delivery and Communications teams, Accounting matters including purchase orders and check requests, Assists in the preparation, proofreading and binding of client facing presentations, Provides direct administrative support to multiple executive level employees, Positive energy that can project to those around you, High service aptitude. This will include maintaining calendars and coordinating travel logistics, Assist in the planning and execution of meetings, events, teleconferences, and webinars, Compose client correspondence, create memos, letters, charts, graphs, business plans, and presentations, Create and maintain various financial reports, budgets, and records, Manage and track access cards, coordinating with building management as needed, Liaison with IT to technology-related issues in a timely manner, Maintain vendor relations with building management and external sources, Submit maintenance requests, as needed, through online maintenance system, Review, code, and approve vendor invoices, and forward to Internal Services Manager, Maintain an updated floor plan/inventory of offices, cubicles, office equipment, furniture, keys, etc, Coordinate and work with IT, HR and Talent Acquisition for new hires and terminations to assure a smooth process which includes but not limited to arranging for building security cards, office / desk keys, name plate, and provide facilities/administrative orientation, Maintains communication with and monitors building maintenance and repair work, building security and the office cleaning company and other outside vendors, Minimum of 3 (three) years administrative support experience supporting multiple individuals and/or office management. A cover letter is the most effective way for you to introduce to the hiring or resource manager who you are, the things you have to offer, why you want the job and why you are the one to be offered the positionbut you have a very limited period of time to do all of these things. Receive package from employee, arrange service with courier and call the Messenger Center in the building to obtain the item to be delivered, Provide support for the Recruiting Process as needed. If you want to see how effectively your calls are being routed, Dialpad shows you how frequently each IVR menu option is used by your callers. Display of confidence in abilities is better than false humility. ), system accesses and coordinating/scheduling of training and orientation plan, Assist with tidying and maintaining main meeting rooms, Provide buddy back-up coverage to mailroom during absences, Assist admin co-workers with events and/or clerical tasks when called upon to meet deadlines and/or to aid team during absences, Excellent customer service and able to interact professionally with external and internal customers, suppliers and people at all levels within organization, 1-2 years office experience working in a reception and/or administrative support capacity an asset, Strong team player with excellent interpersonal skills, flexible and reliable, Good organizational and time management skills with ability to prioritize and multi-task in a fast-paced, deadline driven environment, High level of accuracy with attention to detail and good proofreading skills, Demonstrate good judgment, discretion, initiative (self-starter) and bring forward new ideas, Greet clients and visitors at the front-desk in a professional and courteous manner, Organize and prioritize front desk tasks such as managing and monitoring electronic calendars for conference rooms, personal appointments, meetings, and events, Answer incoming calls on a multi-line phone system and direct the caller to the appropriate associate, Perform general clerical duties such as photocopying, faxing, mass mailings, filing, etc, Assist with basic security procedures including issuing badges and managing the visitors log, Assist the Office Managers with ordering supplies, coordinating catering for events, and providing general upkeep of the office, Maintain up-to-date employee information on the employee intranet, Perform other related clerical duties as required or deemed necessary, Responsible for all courier bookings, including Australia Post, TNT and Fedex, Monitor package deadlines and track packages as requested, Daily scanning and verification of invoices, Creating Shopping Carts & ZAP transactions in SAP, Complete the daily Mail Lodgement form for all outgoing mail, Send out group emails for general up-keep of companys standards as requested by Facilities Manager e.g.

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