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

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.

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
• Demonstrated customer service skills
• Strong organizational, prioritization, and multitasking skills
• Intermediate knowledge of MS Office applications including Word, Excel, Teams, and Outlook

Skills and Abilities

• 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

Additional Perks:   

• Competitive salary

• Comprehensive health, dental, and vision benefits.

• RRSP or retirement savings matching.

• Paid vacation and personal days.

• Professional development and training support.

• Hybrid work arrangements

• Employee assistance program and wellness resources.

• Collaborative, high-performing team environment.

• Strong safety, quality, and continuous improvement culture.

Ready to Join Us? We welcome diversity and encourage individuals of all backgrounds to apply!  

We provide reasonable accommodations for individuals with disabilities. If you need accommodations during the application process, contact [email protected]. We are an equal opportunity employer and value diversity, not discriminating based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability