Office Assistant

About the role

We are looking for an Office Assistant to support our business unit staff with day‑to‑day office and facilities matters. The role ensures the office runs smoothly, from handling supplies and meeting rooms to coordinating vendor access and maintaining safety protocols.

Key responsibilities

• Assist the Administrative Services team and business unit staff with facilities, supplies, and safety matters.
• Serve as the primary contact for external vendors and service technicians, managing access while preserving office security.
• Respond to service requests and support routine facilities management, including repairs, HVAC, janitorial, lighting, and liaison with the building manager.
• Maintain office and kitchen inventories, submit supply orders for approval, and keep conference‑room calendars up to date.
• Prepare meeting rooms, process catering requests, and ensure reception and conference areas are presentable.
• Handle daily administrative tasks such as mail, packages, photocopying, filing, e‑faxing, phone‑listing updates, and invoice processing.
• Provide coverage for Administrative Services staff during breaks, illness, or vacation.
• Assist with local office moves and address basic safety hazards, escalating when necessary.
• Collaborate with Office Manager, HR, and EH&S to display policy and safety signage.
• Stay current with emergency protocols, equipment, and certified staff resources.
• Participate in SOP reviews to suggest improvements for quality and productivity.
• Promote company culture, values, and DE&I initiatives.

Required profile

• Strong attention to detail and ability to manage multiple routine tasks.
• Proactive approach to facility service requests and safety concerns.
• Willingness to support team members and cover duties as needed.
• Good communication skills for interacting with vendors, staff, and external partners.

Required skills