Office Administrator - Toronto, Canada - RFA Canada

RFA Canada

Verified Company

Toronto, Canada

4 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

At RFA, we believe in the strength of our foundation.

We are a Canadianowned mortgage finance company with over 25 years of Canadian real estate experience.
In an increasingly complex residential mortgage market, RFA is committed to common sense solutions that work for our brokers and clients. Our financial strength combined with innovative technology and dedicated service gives us a competitive edge in the market. Brokers and clients can look forward to new products, and industryleading rates and service.

The Opportunity

The Office Administrator is responsible for providing reception support for the daytoday office operations at RFA Bank. The role also coordinates the planning and maintenance of office equipment, furniture, building, common areas and other facilities. This position also provides support to the CEOs of the RFA brands.

Reception

Answer all incoming calls and redirect as appropriate, according to company protocol.
Provide high level of customer service to clients, guests and colleagues at all times.
Manage and track client inquiries database.
Manage and maintain reception, waiting areas and boardrooms.
Manage all incoming and outgoing mail/deliveries, following company protocol.
Manage boardroom reservations, set up and clean up.
Coordinate catering and supplies, as required.
Provide general administrative support to the Executives and Senior Leaders.
Facilities
Act as the first point of contact for basic building maintenance matters as required and follow up on same to maintain a safe and clean office space.
Coordinate services for minor repairs and maintenance planning for painting and vent cleaning.
Handle inquires for various routine building access requests for vendors and supplies such as shredding services, water deliveries, carpet cleaning services.
Maintain inventory of office supplies on an ongoing basis.
Maintain supplies for all kitchens, printers and copiers on a daily basis.
Maintain inventory of office desk keys and office door keys to provide as required to staff.
Participate in the semiannual building floor warden training and act as the first point of contact for fire safety.
Assist with updating facilities related content for the Reception Desk Manual as required.
Keep kitchen and shared areas clean at all times
Support to CEOs and Executives
Attend meetings as minute/note taker and prepare agendas/minutes in a timely manner.
Prepare expense reports and manage financial obligations.
Support Marketing with MSLE tickets and manage the transfer to recipients
Assist with ad hoc tasks and projects where necessary.
Financial Responsibilities
Managing Facilities budget
Ordering supplies/services managing inventory and expenses under specific subcategories

What you can bring to RFA:

Minimum 2 years' relevant experience providing administrative support to a senior manager preferably in the professional services industry
Postsecondary education preferred
Working knowledge of Microsoft Windows, Microsoft Office, Excel and PowerPoint
Wellorganized and able to prioritize effectively
Experience in working with a broad range of staff, building management, vendors and suppliers

Benefits of Working at RFA:

Health & Dental Care
Vision Care
RRSP Match
Vacation & Personal Days
Demonstrate serviceorientation, with a high degree of client focus
High level of attention to detail and ability to track and maintain accurate records
Demonstrate excellent communication skills, both oral and written
Ability to build effective, trusting relationships across the organization at all levels and with all building staff, vendors and suppliers
Handle sensitive and confidential information with tact and diplomacy
Demonstrate a flexible and willing attitude, and the ability to deal with continuous change
Take personal accountability for delivery of results and achieving successful outcomes
Use initiative and sound judgement to know when to act and when to consult, and when to escalate or to advise the Executive Assistant supporting the CFO of potential problems/sensitive issues, etc.