Horizon Contracting Group Looking for Front Desk Administrator at Langley, BC Full Time

• Answering and redirecting phone calls on the switchboard.
• Field all emails to the Company’s [email protected] email, website forms and faxes.
• Sort, stamp, and distribute incoming mail; prepare, stamp and deposit outgoing mail.
• Schedule courier deliveries and distribute incoming packages.
• Order/distribute office/kitchen/janitorial supplies.
• Track/order custom pre-printed stationery and forms.
• Basic, routine maintenance of the copiers and printers.
• Clean, maintain, and stock the kitchens/boardrooms.
• Manage and maintain boardroom bookings.
• Assist the office staff with scanning of documents.
• Scan daily deposit cheques and send to A/R, Controller and CFO.

• Coordinate all office/building related projects and address all building maintenance issues by liaising

with building vendors and internal building maintenance staff.

• Communicate important office related information to staff (such as planned power outages, new vendors,

changes in current vendor services, birthday celebrations, etc.)

• In coordination with the Finance Management team, assist with preparation of company policies as they

relate to Office efficiencies.

• Negotiate office-related contracts and contract renewals including contracts for janitorial and building

maintenance, office phones, copiers, coffee service, etc.

• Manage janitorial services and address office cleanliness issues as they arise.
• Maintain office subscriptions to newspapers and journals.
• Run errands as required utilizing personal vehicle, while keeping track of KMs for reimbursement
• Ensure effective performance of office equipment, including computers and software, photocopiers, and

printers, and manage all maintenance issues.

• Lead the execution and management of company internal including Christmas party, staff events and

outings, and booking of travel, accommodations, and activities for the same.

• Plan, coordinate and order client and employee gifts during Christmas and throughout the year.
• Review of sponsorship and charity requests and ensure spending within budget and approved by Chief

Growth Officer and the Executive Leadership team.

• Order Business Cards, brochures, pamphlets, posters, letterheads, and other document management in

coordination with the Chief Growth Officer.

• Administer Company’s memberships to affiliated associations and plan and co-ordinate Management

participation to events.

• Plan and coordinate management participation in third-party events (golf tournaments, expos, etc.),

including ensuring the event expenses track against budget, liaising with third parties, organizing travel

and accommodations, and communicating the same to management.

• Co-ordinate company philanthropic initiatives including donations, gift baskets, flood, and food drives.
• Organize charity car wash event in coordination with the HR team.
• Create Gift cards for business development events and maintain the redemption of gift cards.
• Maintain and stock kitchen, office and boardroom supplies and ensure professional office appearance.
• Other office-related projects as assigned by the Executive Leadership team or the Finance Management

team.

• Primary contact for I.T. related day-to-day functions and activities.
• Coordinate with I.T. consultants to set up new users or deboard users in a timely manner.
• Administer the mobile device management plan and addition and removal of staff from the cell phone

and iPad plan as needed.

• Administer the office telephone system, including adding new users, removing users, and maintaining

voice mails.

• Coordinate I.T. services, systems, requests, and purchases for all company phones, cell phones,

computers, and other electronic equipment, and act as a liaison between IT & staff.

• New employee desk, phone, and IT setup.
• Other IT-related initiatives as assigned by the CFO and Admin Manager.

• Completion of Secondary School
• Post-secondary education in industry related topics, preferably Business Administration

Experience

• Class 5 driver’s license an asset
• 3 years experience in office administration with a demonstrated ability for ongoing improvements to

processes and overall efficiencies.
Knowledge, Skills, and Abilities

• Excellent verbal and written communications skills, and telephone answering etiquette.
• Strong time management and organization skills.
• Strong attention to detail, critical thinking, and ability to exercise sound judgment in evaluating situations

and making decisions.

• Ability to effectively manage and prioritize a varied workload while ensuring all deadlines are met.
• Ability to work under pressure and multi-task effectively.
• Strong analytical and problem-solving skills.
• Self-starter with a proven record of taking responsibility and a “can-do” attitude.
• Strong proficiency with Microsoft Office Suite.