Role Summary

The primary purpose of this role is to serve as the first point of contact for visitors to Rize Alliance. The Administrative Assistant maintains a strong customer service orientation and represents Rize Alliance in a professional and courteous manner.

An additional key function of the role is to contribute to the smooth and efficient running of the Rize Alliance office and to facilitate the work of Rize Alliance teams by ensuring that documents for storage/library are filed according to an agreed system so that they are accessible when needed.

Major Responsibilities

Reception

• Answers phones in a polite and professional fashion and directs phone calls to the appropriate person. If necessary takes initiative to find the right person to address the caller's needs.
• Maintains a basic knowledge of the business of Rize Alliance and the functions of different employees so as to be able to direct inquiries to the right person. Tracks whereabouts of employees in the event that someone must contact them.
• Opens the office in the morning and closes it at end of day.
• Schedules meeting rooms, sets up rooms for presentations, orders lunch etc.
• Ensures rooms are tidy, equipment is stored after the presentation and that dishes are cleared.
• Processes and distributes in-coming and out-going mails and couriers.
• Greets/screens/directs visitors.
• Updates the employee contact list and distributes to the team.
• Orders and sets up office phones for new employees, and assists others with their office phone questions/problems.
• Tidies up the kitchen, orders kitchen supplies and loads and unloads dishwasher.
• Processes and distributes incoming and outgoing mail and couriers.
• Monitors visitor access and maintains security awareness.

Office Administration

• Ensures that the office is kept in clean and orderly condition.
• Responsible for restocking office and kitchen supplies.
• Maintains and updates storage database and purges files and records when appropriate and in such a way as to maintain the confidentiality of the information contained in them.
• Actively seeks ways to improve on the filing/storage system for documents, or on other aspects of the day to day operation of the office.
• Ensures the smooth running and usage of all office and kitchen equipment including photocopier, postage machine, coffee machine etc., and office furniture and fixtures. Calls for services and orders office supplies when necessary.
• Liaises with the office building's tenant services regarding the team's various requests and needs relating to the office space.
• Travel arrangements for VPs and Executive Team; including restaurant reservations and room bookings. Purchasing GCs for staff anniversaries.
• Organizes special events; working alongside Marketing Manager for event planning.
• Submit select staff expenses through online platform Rydoo.
• Manage Accounting email; allocating invoices to correct project folder
• Daily bank deposits.
• Invoice coding and sorting between appropriate projects, including email correspondence to vendors.

General Administration

• Manages the Advanced Parking Systems and updates as needed.
• Handles Expenses (Xpenditure) as needed.
• Assists property management team when needed, and available to provide administrative tasks and requests from other departments.
• Provides assistance with presentations as requested.

Qualifications & Skills

• Knowledge of MS Office (Outlook, Word and Excel)
• Familiar with email marketing platforms
• Strong customer service skills
• Strong verbal and written communication skills
• Strong time management and organization skills
• Ability to maintain a high degree of confidentiality
• Ability to multi-task
• Ability to conduct research to find best resources and resolution to problems
• Ability to negotiate with office equipment vendors