This is a part-time temporary role for parental leave coverage. The initial assignment will be for 7 months.
Office Administration
- Maintain the office in an orderly and clean state throughout, ensure it is properly equipped, that all assets are properly functioning, and that materials and services are efficiently used and within budget
- Responsible for management and tracking for all non-IT office equipment and assets
- Manage and maintain an appropriate quantity and quality of office and pantry supplies
- Responsible for the timely and professional handling and distribution of inbound and outbound correspondence and packages
- Manage relationship with building or property management, administration of office lease, maintenance agreements and contracts
- Coordinate with property management for repairs and issues
- Maintain office calendar of visitors and travelers
- Coordinate and disseminate office wide communications
- Liaise and coordinate with office partners on all relevant matters (where offices are shared)
- Coordinate and facilitate logistics for onsite and offsite meetings or events for clients, visitors or staff, to include reservations, catering, preparing materials, coordinating technology needs
- Assign and prepare new hire and visiting colleague workspace ahead of arrival
- Welcome new hires, provide tour of office
- Liaise with IT to ensure new hire’s equipment is received and functioning properly
- Facilitate a variety of onboarding and departure activities coordination with Human Resources. Serve as a crucial on-boarding and departure resource, helping new hires read and understand the organizational culture, guiding through its different personalities, and serving as a sounding board during the crucial acclimation period. And helping leavers to exit gracefully, and efficiently.
- Order business cards
Health Safety & Environment
- Ensure compliance with Group and local health and safety requirements
- Ensure that operating and rental licenses are maintained
- Activate/deactivate alarm and access cards and/or codes for joiners/leavers
- Monitor CCTV cameras
- Respond to alarm alerts/calls
- Service as Fire Warden, attend semi-annual trainings where relevant
- Maintain all health and safety posters, floor plans, fire extinguisher locations/inspections
- Ensure appropriate First Aid/CPR training and OSHA-approved First Aid Kits
- Implement all office-relevant company ESG initiatives and policies
Reception
- Answer all assigned phones courteously and professionally, projecting warmth and enthusiasm, taking accurate and complete messages, and fulfilling requests
- Welcome visitors warmly, following all building and office protocol for safety and security
- Liaise with Building Management and Security to register new staff members and visitors
- Issue and manage badges, passes, door codes, parking validation, etc as needed
- Arrange logistics and travel support for visitors
- Help and support all visitors
