Office Administrator

Job Summary

Provides administrative support for Executives and all office departments. This position is accountable to the Office Manager for all administrative and office duties. 

Job Responsibilities

• Greet and welcome on-site visitors and manage visitor sign in.  Prepare welcome board as required
• Prepare expense reports as needed
• Maintain, check and/or monitor office inventory and kitchen supplies. Provide invoices to Manager in a timely manner for approval.
• Monitor and maintain on-site copiers, printers, AED equipment and Postage Meter.  Schedule service calls and repairs.
• Retrieve messages from general voice mail; forward to appropriate personnel for follow-up
• Maintain electronic phone and extension database for access to all Corp Employees.  Update physical copies of list as needed for managers.
• Responsible for posting all outgoing USPS letters and packages to ensure accurate weight, class of mail, and allocation of appropriate postage funds to departmental cost centers.
• Receive, sort and distribute incoming mail.
• Document the receipt of all time-sensitive service of process documents and distribute to appropriate legal entity, adhering to current SOP process.  Maintain data base of legal documents received at Apotex Corp.
• Coordinate required new-hire IS forms for appropriate software, hardware, office supplies, keys and suite access. Coordinate in-house move request forms.
• Coordinate and facilitate meetings and conference rooms and resolve scheduling conflicts. Submit special IS requests for meetings when requested.
• Maintain and update Standard Operating Procedures for Office Administrator responsibilities.
• Schedule and communicate Onsite Secure Shredding dates and Offsite Storage schedules; maintain data base of off-site storage activity.
• Coordinate and assist with organizing employee events and special projects.
• Assist with departmental project requests as needed.
• Assist with the compilation and communication of preparedness procedures in the event of fire or a natural disaster.
• Maintain current and accurate Office Administration files.
• Provide ordering and set-up of catered meetings and other onsite events.
• Provide clerical and other duties as required.
• Performs all work in compliance with our Code of Conduct and Business Ethics, and related policies and with the legal and regulatory requirements that apply to our job activities
• Works as a member of a team to achieve all outcomes;
• Performs all work in support of our Values: Collaboration, Courage, Perseverance, and Passion
• All other relevant duties as assigned.

Job Requirements

• Education
  • Associate Degree or an equivalent combination of education and experience may be substituted.
• Knowledge, Skills and Abilities
  • Position requires strong interpersonal communication and written skills, proficient computer skills including electronic mail, record keeping, Microsaft Word, Outlook, Power Point and Excel
• Experience
  • Minimum 3 years’ experience in an office setting.
• Work Schedule
  • The regularly scheduled work week is Monday through Friday and the hours are 8:30am –- 5:00pm.