Receptionist & Administrator

Reporting to the Manager, Administration and CPO Office, the Receptionist & Administrator is an integral team member of the Armstrong Collective Corporate office team. The position will be responsible for providing administrative support including coordinating office procedures, records management, recording invoices, and facilities management. As this role is the first point of contact representing the Armstrong Collective office, building and maintaining internal and external partner relationships is an essential part of this role.

Key Areas of Accountability

Office Administration:

• Ensure the corporate office is always a welcoming and high functioning environment for our team members and guests.
• Answer and direct phone calls, greet guests, vendors and suppliers.
• Maintain a clean and organized office space – clean boardrooms after use, maintain dishwashers and coffee machines in multiple kitchens.
• Complete a broad variety of administrative tasks: ordering of office supplies, invoice coding and management, vendor follow-ups, sending/receiving couriers and mail.
• Maintain accurate financial cost centers (on applicable company software/tools) to support the allocation of operating expenses of the corporate office and other budgets, as required.
• Manage the smooth operation of general office contracts and day-to-day activities alongside conflicting needs of the corporate office.
• Proactively create and maintain effective workflow and communicate with tact and discretion.

Event Planning and Internal / External Liaising:

• Coordinate logistics for events and meetings held at the corporate office (room procurement, equipment checks, arranging food/refreshments, supporting attendees); thereby ensuring the best experience for internal and external guests.
• Collaborate with People & Culture (P&C) to support team engagement initiatives like onboarding and other general P&C functions.
• Maintain strong relationships with internal and external partners.
• Prioritize conflicting needs in a proactive and timely manner.

Facility Maintenance:

• Manage all requests, repairs and ongoing maintenance for the corporate office while liaising with appropriate contractors.
• Manage and monitor HVAC usage and associated costs.
• Conduct periodic inspections to determine maintenance work required.
• Design and maintain a preventative maintenance program for corporate office facility and initiate, execute related tasks/activities.
• Ensure the office environment is always maintained up to Armstrong Collective standards.

Safety:

• Manage Security Access Card and other safety and security programs including data collection and compliance reporting requirements, both internally and externally.
• Manage employee and visitor check-in system.
• Ensure coverage of First Aid attendant and Fire Wardens in the office from Monday to Friday.
• Act as floor Fire Warden.
• Ensure First Aid room is managed appropriately.
• Be an active member of the Office Workplace Health & Safety Committee.
• Maintain basic first aid level provided by Armstrong Collective.

Operations:

• Participate in Emergency Operations Centre (EOC) scribe functions, when required by Management.
• Participate and organize Community Spirit Committee and associated activities. Manage and update seating floor plan/s.

Qualifications

Education/Certifications/Knowledge

• High School graduation, supplemented by at least one-year post-secondary education in general or business administration is required. Undergraduate degree is an asset.
• Familiarity with operational requirements (plumbing, electrical, HVAC, flooring, maintenance, etc.) is preferred. Note: Primary emphasis is on performance of a variety of maintenance tasks, rather than a high degree of skill in any particular trade.
• Working knowledge of invoice coding, accounting practices/procedures is required.

Experience

• 4+ years' experience; preferably working in a fast-paced customer-facing environment.
• Demonstrated experience managing employees is an asset.
• Prior experience with facilities operations and maintenance management, is preferred.

Skills

• Possess a positive mindset and collaborative approach to developing relationships.
• Hands-on management approach.
• Prioritize conflicting needs expeditiously and proactively, ensuring projects are completed successfully.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with high levels of attention to detail.
• Strong interpersonal skills and the ability to build relationships with internal and external stakeholders.
• Demonstrated proactive approach to problem-solving with strong decision-making capability.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated experience seeking opportunities and proposing solutions.
• Strong knowledge of MS Office, Outlook & SharePoint.
• Class 5 Drivers License in good standing.

Work Environment

• Ability to sit/stand for periods of time.
• Ability to lift up to 25 lbs.
• 5 days a week presence required at 980 Howe office, hours of 8:30am - 4:30pm.

Compensation

• The base salary offered for this role is $51,000.00 to $64,000.00 CAD per annum and can vary based on job-related expertise, qualifications, experience and internal equity. 
• Eligible for Armstrong Collective’s discretionary bonus program. 

Eligible Benefits

Armstrong Collective supports our team members’ health and wellness by providing a comprehensive medical plan with 100% employer paid premiums, some of which includes:  

• Medical, Dental, Vision, Life Insurance.  
• Short term disability, long term disability benefits. 
• Travel emergency assistance.  
• Vacation time and sick time. 
• Up to 5% RRSP and/or TSFA match. 
• Two complimentary annual train tickets after first year of employment. 

Armstrong Collective, Rocky Mountaineer and Canyon Spirit are an equal opportunity employer, driven by our values of creating meaningful moments, being one team, and achieving extraordinary outcomes. Our strong company culture supports our vision of a diverse, open, safe, and respectful workplace. We celebrate diversity and are committed to creating an inclusive environment for all team members. If you require any accommodation during the application process or throughout your employment, please let us know. We will work with you to ensure your needs are met and to create a supportive environment.  

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