Front Office Administrator

AFL Telecommunications•Calgary, AB

6d•Hybrid

About The Position

At AFL, we're building more than networks – we're helping connect communities, businesses, and people across Canada. Our teams deliver the critical infrastructure that keeps people connected, businesses running, and communities moving forward. Behind everything we do is a commitment to ensuring every employee returns home safely every day. We’re seeking a Front Office Administrator who will be the first point of contact for visitors and callers, providing a professional, welcoming experience and supporting smooth day-to-day office operations across Canada. In this role, you’ll coordinate reception activities, manage incoming inquiries, support administrative workflows, and partner with internal teams to keep our front office organized, efficient, and responsive. Under the general direction of the Office Manager in Surrey, BC, the Front Office Administrator is responsible for administering the day-to-day office service requirements and operations of the Calgary office to ensure a functional, pleasant, and safe work environment through responsive, efficient, and cost-effective office service programs and services to employees If you’re passionate about delivering excellent customer service, staying organized in a fast-paced environment, and helping create a positive experience for employees and guests, we’d love to hear from you.

Requirements

1+ years’ experience in the coordination of office services
Post-Secondary Education
Strong interpersonal skills including written and verbal communication
Demonstrated customer service skills
Strong organizational, prioritization, and multitasking skills
Intermediate knowledge of MS Office applications including Word, Excel, Teams, and Outlook
Flexible – open to change & new information and rapidly adapts to changing conditions or unexpected obstacles
Detail oriented – excellent attention to detail with the ability to follow through on assigned tasks
Independent – ability to work well under limited supervision
Analytical Thinking/Problem Solving – capable of complex reasoning analysis
Trustworthy - safeguards confidential information and valuable assets with absolute integrity and professionalism
Results focused – driven to achieve

Responsibilities

Provide reception duties, creating a positive, warm, and welcoming atmosphere for all employees, visitors, and stakeholders. Greet and assist visitors and staff.
Manage front phone and respond to all general inquiries via in-person, phone, email, or Teams. Coordinate solutions for day-to-day asks from staff.
Handle mail, inter-office mail, and courier packages, ensuring they are delivered to the correct staff person or department. Coordinate outbound courier as needed.
Coordinate the daily administration of the corporate mobile device program, including timely provisioning and recovery of phones, device upgrades, inventory tracking, etc.
Assist with invoice processing for accounts payable in Surrey, BC
Assist Fleet and Facilities with filing of paperwork and other tasks, as required
Assist EHS with Calgary administrative tasks such as: Maintenance of first aid and safety kits, and Safety Data Sheet book, conducting monthly building inspections followed by a report of the findings, adhere to and promote the environmental, health, & safety policies of AFL
Manage general office supplies, ensuring an organized system for all staff to access
Coordinate the purchase of office supplies ensuring they are adequately maintained within office and warehouse; as well as for other Alberta and BC locations as needed
Source products and equipment as necessary, working with Office Manager, Department Managers, and Senior Fleet & Facilities Manager, where appropriate
Point of contact and responsible for handling vendor services such as coffee service, copier maintenance, shredding, janitorial, etc. Track and monitor spending
Monitor office for repair and maintenance requirements. Report issue or submit ticket. Liaise with Landlord maintenance.
Assist in arranging for repair and maintenance of office equipment and furniture as necessary, administer key fobs for employees at the office, perform data entry of staff timecards and submit tie out reports for approval and processing, handle business card orders, manage booking of boardrooms/hoteling offices/personal offices/hotel desks. Organize and schedule meetings and appointments for shared meeting spaces and for other meetings as necessary, cater food and beverages as required
Clean and reorganize meeting rooms to ensure the boardroom is ready for use
Assist with corporate social functions such as social committee events, community engagement activities, corporate events, meetings and related events, as required
Ensure office environment, including boardroom(s), are maintained to a professional and cleanliness standard
Update, maintain, and add to Reception Instruction Binder and office lists
Perform other related administrative duties and adapt to shifting priorities as assigned by management.