We are looking for a temporary Front Office Administrator to join our team. The Front Office Administrator is the heart of our office, creating a warm, welcoming environment for both guests and team members. In this highly visible role, you'll shine with your excellent communication skills, keen eye for detail, and knack for handling a variety of administrative tasks with ease. This is a temporary role from May-August 2025.
ESSENTIAL FUNCTIONS:
- Greet and assist visitors, promptly notifying internal staff of their arrival
- Maintain the overall appearance and functionality of the corporate office by overseeing cleanliness, service, and stocking of supplies
- Manage conference room scheduling; ensure rooms are prepared and provide support for meetings
- Maintain a seamless guest experience; i.e. validate guest parking, coordinate parking arrangements, provide refreshments if needed
- Handle shipping, receiving, and distribution of mail and packages
- Liaise with security and housekeeping to address concerns promptly and efficiently
- Keep internal employee documents up-to-date, including directories, office maps, employee photobook etc.
- Assist with the Office Operations and HR onboarding process, including desk setup and ordering employee collateral
- Assist with office maintenance requests and track maintenance issues, working closely with Office Operations and the property Engineering Team
- Own ordering and keeping inventory of office supplies and snacks
- Collaborate with the Workplace Experience Team as backup support with employee lunches, appreciation day activities and other office initiatives
- Field employee requests and support teams with various admin. tasks and department events as needed
- Facilitate daily employee perks and engagements such as dry cleaning, car wash, birthdays, etc.
MINIMUM REQUIRED QUALIFICATIONS:
- Ability to sit at a desk for extended periods
- Familiarity with PCs, phones, copiers and scanners. Experience with door release systems a plus
- Proficiency in MS Office Suite (Word, Excel, PowerPoint). Familiarity with Adobe and Canva a plus
- Professional demeanor, strong interpersonal skills, and a positive attitude
- Exceptional attention to detail and strong written and verbal communication skills
- Ability to multitask, prioritize tasks, and follow through on assignments
- Problem-solving ability with a proactive approach anticipating needs and resolving issues
- Ability to travel to and from properties within our portfolio for backup support
- Flexible availability for occasional evenings, weekends, and holidays for special events
- Capable of lifting up to 20lbs., handling packages, and distributing mail
- Experience in office, retail, or hospitality customer service setting
- Minimum of 2 years of work experience in customer service or administrative role
