Front Office Administrator

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

Specific Responsibilities And Resulting Outcomes

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.

Qualifications
Knowledge and Experience

1+ years’ experience in the coordination of office services

Min Education - Post-Secondary Education

Strong interpersonal skills including written and verbal communication

Demonstrate…