Office Assistant - The Lodge

Position Summary

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The Office Assistant organizes and coordinates administration duties and office procedures. Their role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Previous experience as a Front Office Assistant or Office Administrator would be an advantage. A successful Office Assistant should have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.

Essential Duties and Responsibilities

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The essential functions include, but are not limited to the following:

• Serve as the point person for office manager duties including: maintenance, mailing, supplies, equipment, bills, errands, shopping
• Schedule meetings and appointments
• Organize the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Operate office machines, such as photocopiers and scanners, fax machines, voicemail systems, and computers.
• Check billing logs for completion/errors.
• Performs data entry, report writing and record compliance, and ensures timely completion of all billing and reimbursement functions. May perform additional clerical duties as required.
• Ensure that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Manage office General and Administrative budget, ensure accurate and timely reporting
• Provide general support to visitors
• Assist in the on\-boarding process for new hires
• Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
• Liaise with facility management vendors, including cleaning, catering and security services
• Plan in\-house or off\-site activities, like parties, celebrations and conferences

Minimum Qualifications (Knowledge, Skills, and Abilities)

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• Proven experience as an Office Assistant, Front Office Assistant or Administrative Assistant
• Knowledge of office administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Hands on experience with office machines (e.g. fax machines and printers)
• Familiarity with email scheduling tools, like Email Scheduler and Boomerang
• Excellent time management skills and ability to multi\-task and prioritize work
• Attention to detail and problem\-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast\-paced environment
• A creative mind with an ability to suggest improvements
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus