Front Office Administrator

Job Description

Demonware is seeking an organized, energetic front office administrator for its Vancouver location.

The front office administrator will report directly to the Workplace Experience Manager, North America and will ensure a positive experience for everyone while providing high reception standards which could be expected when visiting a world-class online services provider. Are you compassionate, enjoy working with technical teams, and interested in taking on a broad range of responsibilities? If so, this role is for you!

Responsibilities:
• Ensure the reception desk is monitored at all times.
• Greet visitors, transfer calls, and direct messages in a timely manner.
• Act as the main point of contact for external vendors, including building management and food vendors, to schedule and coordinate office repairs and maintenance as needed.
• Schedule and coordinate meetings as requested, including catering needs and room set-up.
• Manage security badges and ensure all visitors have signed non-disclosure agreements.
• Prepare, coordinate, and administer all shipping and receiving, including preparing customs documents as needed.
• Coordinate the food program; this includes ordering snacks, beverages, coffee, dairy/fresh fruit, bagels and tracking budgets.
• Order and maintain the office, first aid, and kitchen supplies.
• Ensure the overall office environment is in order, including cleanliness and organization of meeting rooms and common areas.
• Oversee full-cycle travel requirements including flights, hotels, and any vital transportation.
• File expense reports for executive and director level leadership.
• Maintain and update team documentation and run books.
• Support the Workplace Experience Coordinator with events and initiatives for both onsite and remote employees.
• Assist Workplace Experience Manager as needed with various projects.
• Share and explore any opportunities for improving the workplace and front desk experience for residents and visitors alike.

Requirements:
• 2+ years' experience in a similar capacity, ideally in a relevant industry.
• An approachable and positive nature with the ability to work effectively in a fast-paced environment.
• Exceedingly organized and able to handle multiple tasks simultaneously.
• Clearly conveys thoughts, both written and verbally, actively listens and asks questions for clarification and understanding.
• Strong attention to detail with the foresight to anticipate needs, and the skills to plan for potential operational roadblocks before they occur.
• The ability to work independently to meet deadlines while being flexible in prioritizing to meet changing demands.
• Familiarity with Google Suite (Gmail, Calendar, Docs, Sheets, Slides) and Slack.
• Passionate about making an impact that is felt company-wide, this team is dedicated to providing a high-quality experience.

Jobcode: Reference SBJ-g6xe50-18-116-239-195-42 in your application.