Job Description

Ti tl e: Office Administrator

Work Location: Thurso QC Canada

Division & Department: Authentix Solutions Canada, Thurso

Position Reports to: VP & GM

COMPANY VALUES

All Authentix employees are expected to embrace our Company values in the performance of their respective tasks and duties.

Always with integrity .......Authentixians value:

• Teaming and collaboration
• Advancing science and technology - for a better world
• Dedicating ourselves to our clients’ success
• Competing and winning in the marketplace

JOB SUMMARY

The Office Administrator in Thurso will be responsible for a variety of general administrative tasks, including support for management and HR. This role requires excellent organizational skills, time management, strong attention to detail, and a customer service-oriented mindset.

SUMMARY OF ESSENTIAL JOB FUNCTIONS

The essential functions of this position listed below are representative of the functions that must be performed to satisfactorily fulfill the purpose of this position. Additional functions and duties may be assumed or assigned from time to time in furtherance of the position purpose.

• Oversee general office operations.
• Coordinate all aspects of the daily office environment including, but not limited to, office maintenance, ordering office supplies, and other duties to ensure the office operates smoothly and efficiently.
• Coordinate office equipment maintenance and initiate facility repair requests with building management and/or outside vendors.
• Work closely with management on coordination of local culture and engagement initiatives including planning and logistics.
• Act as the face of the office and develop and maintain relationships with building management services, vendors, caterers, and various internal departments.
• Coordinate and schedule all site aspects of customer and internal visitors.
• Assist with HR functions including on-boarding new employees.
• Ability to run errands using personal vehicle (mail, supplies, off site meetings, etc.)
• Process incoming and outgoing mail.
• Assist in maintaining/updating the corporate intranet site (SharePoint)
• Maintain general cleanliness and tidiness of all common areas including break rooms, conference rooms, and reception area.
• Manage office supply and refreshment inventory, video-conference system, and copiers/printers including vendor communication and problem resolution.
• Manage calendar for conference rooms and site.
• Maintain site overview documentation such as Emergency Preparedness and Operations Manual and applicable ISO documents.
• Manage the security badge system including configuration of system and coordination with vendor to resolve badge or reader problems.

KNOWLEDGE, SKILLS AND ABILITIES

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required to satisfactorily perform the essential functions of this job.

• Proficient with Word, Excel, Outlook and PowerPoint
• Knowledge of and ability to implement HR related tasks, processes and projects
• Ability to research and summarize information
• Good written and verbal communication skills
• Ability to multitask and manage conflicting demands
• Customer service oriented
• Ambitious, organized, punctual, flexible and approachable
• Ability to maintain confidentiality
• Detail oriented
• Ability to travel to off-site meetings and run errands

SPECIAL REQUIREMENTS

• Fully bilingual – fluent in French and English
• Minimum 5 years of experience in a similar administrative role

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