Office Administrator/Receptionist - 21 Month Contract

Company Summary:

Join the dynamic team at SBM, a leading multi-disciplinary engineering firm renowned for its innovative and collaborative approach to building solutions. With a vibrant culture that fosters personal growth and forward-thinking, we're on the lookout for passionate professionals to expand our team.

At SBM, our core values of drive, humility, and balance shape everything we do. We believe in ambitious goals, learning from one another while maintaining a healthy work-life harmony.

Located in London and Kitchener, SBM serves a diverse range of private and public sector clients across Southwestern Ontario. We offer a wide range of services including Geomatics, Planning, and Civil, Structural, Mechanical, and Electrical engineering. Our team of over 130 dedicated experts—including engineers, trainees, technologists, planners, and support staff—thrives in an energetic environment where creativity and collaboration are at the forefront.

If you're eager to grow and make an impact, SBM is the place for you!

Join Our Team as an Office Administrator/Receptionist! - 21 month contract (June 2025 – March 2027)

Are you an organized, proactive, and detail-oriented professional who thrives in a dynamic office environment? Do you love keeping things running smoothly, supporting a team, and ensuring daily operations are efficient and stress-free? If so, we want to meet you!

We’re looking for a team player to be the heart of our workplace—someone who can manage office administration tasks with ease, coordinate office activities, and create a welcoming atmosphere for employees and visitors alike. This is a fantastic opportunity for a resourceful individual who enjoys problem-solving, multitasking, interacting with employees and vendors and making a real impact in a fast-paced setting.

If you’re ready to bring your skills, positive attitude, and organizational expertise to a company that values teamwork and efficiency, apply today!

Position Summary

The Office Administrator/Receptionist oversees the day-to-day operations of our offices in London and Kitchener. This role encompasses a variety of responsibilities, including reception, employee event planning, facility management, and office security. The ideal candidate will be highly organized, proactive, and capable of managing multiple priorities across two locations, ensuring a safe, welcoming, and efficient environment. This role is situated in London but monthly travel to the Kitchener office is required.

Key Responsibilities:

Office Management/Reception

1. Act as the first point of contact for visitors, maintaining a professional and welcoming atmosphere.
2. Answer and direct phone calls, emails, and inquiries promptly and efficiently.
3. Handle incoming and outgoing mail, courier services, and deliveries.
4. Prepare reports, meeting agendas and minutes, create business presentations.
5. Coordinate and support business meetings by scheduling rooms, catering etc.
6. Responsible for general administrative tasks, including ordering and managing office supplies, maintaining inventory, and distributing materials.
7. Coordinate office maintenance and repairs, ensuring facilities remain in optimal condition.
8. Set up laptops, workstations, cubicles, and office spaces for new employees, ensuring all equipment and resources are ready.
9. Maintain organized records and documentation related to office operations.
10. Manage relationships with office service providers, including IT, building, and supplies.
11. Continually look for ways to improve office administrator efficiencies and cost savings.

Employee Event Planning

1. Plan and coordinate employee events, team-building activities, and celebrations for both office locations.
2. Oversee event logistics, including budgeting, venue arrangements, catering and scheduling.
3. Responsible for communication with employees pre and post event.
4. Gather employee feedback to enhance future event planning.

Facility Management

1. Act as the primary contact for facility-related concerns, including utilities, security, and parking.
2. Ensure compliance with health and safety regulations and resolve facility issues promptly.
3. Monitor and manage office budgets related to supplies, maintenance, and operational expenses.
4. Oversee the activation, deactivation, and management of security fobs for employees.
5. Manage office access controls and regularly review and update office security protocols to ensure employee safety and secure facilities.

Skills / Qualifications:

1. Completion of post-secondary education, with a preference for Diploma in Office Administration.
2. 2+ years experience in an office administrator role or other relevant experience.
3. Proficient in MS Office Suite (Excel, Word, Power Point, Outlook and Teams) and excellent computer literacy required.
4. Demonstrated organizational skills.
5. Strong integrity and ability to maintain confidentiality and manage sensitive information.
6. Solid written and verbal communication skills.
7. Strong attention to detail & accuracy.
8. Exceptional initiative and ability to work with little supervision.
9. Self-motivated team player who is adaptable and flexible to changing priorities.
10. Access to reliable transportation for travel within London and occasional travel to the Kitchener office and Valid class “G” Ontario Driver’s Licence.

What We Offer:

This is a full-time, in-office position. At SBM, we prioritize a positive work culture, believing that strong relationships with our employees lead to exceptional customer service and outstanding results for our clients.

Enjoy a balanced 40-hour workweek of 8am-5pm Monday-Thursday and an early finish at 2:30pm on Fridays. Join us in an environment where collaboration, support, and personal growth are at the heart of everything we do.

Employees Also Enjoy:

1. Competitive Salary Based on Experience
2. Annual Incremental Vacation Increases
3. Health Benefits Plan
4. Paid Overtime
5. Paid Sick Days
6. Flex Time
7. Engaging work environment
8. Opportunity to build great relationships
9. Career Growth and Development
10. Regular Social and Team Buildings Events
11. Passionate and enthusiastic team that encourages growth

To Apply:

All qualified applicants should apply through our online application system.

References are to be made available upon our request.

SBM is an equal opportunity employer. All suitably qualified applicants will receive consideration for employment in accordance with relevant governing laws. We thank all applicants but only those selected for an interview will be contacted. Throughout the selection process, accommodations for applicants with disabilities are available upon request. If required, please notify SBM.

SBM utilizes a third-party recruitment software to source, screen, and track applicants that may be subject to AI use. Outside of this, SBM does not actively use AI to screen, select, or hire candidates.

Date Posted: April 11, 2025

Posting Close: May 5, 2025 @8am