Front Desk Administrator

Morrison Hershfield - Calgary, AB (30+ days ago)

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Morrison Hershfield is a multi-disciplinary consulting engineering and management firm located throughout the US and Canada. We are a dynamic, employee-owned, team-oriented firm with a diverse project list that ensures you will be working on exciting, high-profile and challenging projects. For more than 70 years, the people at Morrison Hershfield have been the leading force behind our continuous growth and the expansion of our services.

The Front Desk Administrator will greet guests and attend to general administrative duties. The focus of this position is to provide reception and administrative support primarily to the Calgary office, along with supporting other offices as needed. The ideal candidate for this position is a detail oriented, dynamic self-starter, with the ability to work independently and within a team. As a multi-disciplinary office, the position will support the different divisions with various administrative tasks in order to help increase the productivity of the technical and operational staff. You will report directly to the Office Facilities Coordinator.

Responsibilities:
Screen and transfer incoming calls, voicemail and general office correspondence in a prompt and professional manner.
Maintain a professional image, and a positive attitude; you are the first impression for employees and visitors.
Must be able to multitask and prioritize workload.
Develop a basic understanding of the company’s services and clients to facilitate front line discussion with office guests and callers, while also respecting privileged details.
Coordinate couriers and postage; often with tight delivery deadlines.
Receive and sort incoming mail with confidentiality and precision.
Perform general maintenance and housekeeping in common areas such as; but not limited to; board rooms, kitchen, copy rooms, reception and storage rooms.
Run and empty dishwasher daily.
Coordinate travel, training sessions and seminars for local staff members including; arranging flights, rental cars and hotels in conjunction with the Corporate Travel Coordinator.
Arrange building service requests, update Office Facility Coordinator if issues continue or are not addressed.
Manage security access for employees and external users; liaising with building management and security monitoring company.
Coordinate office and kitchen supply orders.
Keep reception manual up to date with any changes to processes or vendors
Coordinate catering for lunch meetings and training sessions. Assist with board room set up.
Liaise with Office Facilitator for various administrative duties.
Act as back-up and point of contact for the security company, inquiries and alarm calls (to be on-call/available).
Accountable for monthly office Visa reconciliation.
Responsible for coding office invoices and sending them to Accounts Payable weekly for processing.

General Administration

Contribute to a positive office culture through participation on the Social Committee, in addition to coordinating gifts and cards for employee milestones/life events.
Support the Office Facility Coordinator with event planning.
Assist with onboarding of new staff, including workstation set up with direction from the Office Facility Coordinator and hiring Manager.
Provide additional administrative support to the Business Units for proposals, documents and other associated administrative tasks as required.
Assist in management of office accommodations with direction from the Office Facility Coordinator.
Create, format and produce professional documentation and correspondence. Including; labels, transmittals, and spreadsheets using Microsoft Office programs.
Keep workstation floor plan current.
Support printer requirements such as; ordering toner, paper and supplies.
Troubleshooting for printers with guidance from the Service Desk.
Assist Office Facility Coordinator and Service Desk in supporting local IT and A/V requirements.
Aid with records management in coordination with the Office Facility Coordinator.
Other duties as required.

Qualifications:
A graduate or recent graduate from a College program in office administration and management.

Previous experience working in a Front Desk Administrator and/or Administrative role would be considered an asset.

Excellent customer service and interpersonal skills.

Excellent written and oral communications skills.

Ability to multi-task and prioritize workload.

Advanced MS Word capabilities.

Proficiency with all areas of Microsoft Office.

Ability to work well in a team environment or independently.

Detail-oriented work ethic.

Job Type:
Regular

Morrison Hershfield is committed to having an inclusive and diverse workforce, with recruitment free of discrimination, ensuring all candidates are given a fair opportunity for employment. We are committed to working with and providing reasonable accommodation to applicants with disabilities.