Office Support Specialist

About Blackline Safety and Role Overview

Blackline Safety is a values-driven technology organization focused on ensuring worker safety through innovation and a resilient workplace culture. As the Office Support Specialist, you will oversee the day-to-day operations of the onsite office, ensuring a welcoming, safe, and productive environment for employees and visitors alike by coordinating facilities management, hospitality tasks, and general office needs.

Primary Duties and Responsibilities

• Welcome and professionally greet visitors, clients, contractors, and employees while maintaining an orderly and inviting reception area.
• Administer visitor registration, security protocols, and safe access procedures effectively.
• Manage meeting room readiness by setting up furniture, replenishing supplies, and maintaining cleanliness before and after meetings.
• Ensure shared workspaces are tidy and address minor organizational concerns promptly.
• Coordinate catering and special office events as required.
• Maintain kitchen and refreshment areas by refilling coffee, tea, water supplies, and keeping machines and surrounding areas clean.
• Monitor food and beverage inventories, manage expiry checks, and properly rotate or discard products as needed.
• Oversee office supply inventory by restocking items such as printer paper, stationery, and materials; maintain storeroom organization and support procurement within guidelines.
• Serve as a contact point for workplace facility issues including cleaning, HVAC, lighting, plumbing, furniture, access, repairs, and general building maintenance.
• Document, track, and update employees on facility-related requests and help coordinate contractors and vendors on-site.
• Assist with office moves, workspace setup, furniture rearrangement, and conduct routine walkthroughs to identify safety and maintenance needs.
• Adhere to all health, safety, security, and emergency protocols; promptly report hazards or incidents and keep communal areas clear and safe.
• Support emergency readiness activities including inspections and drills.
• Administer workplace service records, expense documentation, vendor contacts, and prepare employee communications and notices.
• Facilitate employee onboarding by preparing workspaces and access materials.
• Carry out office tasks that may require travel within the city and occasional work beyond standard office hours for events or urgent matters.

Qualifications and Skills

• A minimum of one year of experience in reception, office administration, hospitality, customer service, workplace services, or facilities support is preferred.
• Possession of high school diploma or its equivalent.
• Certified in Standard First Aid or willing to obtain certification within 30 days of employment.
• Proficient with Microsoft Office 365 suite, SharePoint, Teams, NetSuite, and visitor management systems.
• Strong customer service orientation with professional and approachable communication style.
• Proactive problem-solving abilities to anticipate and resolve office issues efficiently.
• Adaptability, calmness, and resourcefulness under pressure.
• Excellent organizational and multitasking capabilities with effective time management.
• Detail-oriented with meticulousness in office presentation and data accuracy.
• Discretion and integrity in handling confidential information.
• Collaborative and cooperative team player mindset.

Additional Information

• Work primarily takes place within an office setting with physical activities such as walking, bending, reaching, and moving items up to 15 kg.
• May require occasional work outside normal hours to support special events, maintenance, or urgent issues.

Employee Benefits and Culture

• Competitive salary with annual reviews.
• Inclusive health and dental insurance coverage.
• Mental health and wellness programs.
• Flexible work arrangements and hybrid opportunities for qualifying roles.
• Paid time off including vacation, personal, and sick days.
• Professional growth and educational funding opportunities.
• A collaborative, inclusive environment driven by mission and safety.
• Access to exclusive employee discounts and perks.
• Flexible dress code policy tailored to daily needs.

Diversity and Equal Opportunity

Blackline Safety values diversity and inclusion, ensuring equal opportunity for all applicants regardless of background and encourages all qualified individuals to apply. Accommodations during recruitment are available upon request.

Important Notice

Beware of fraudulent recruitment activities falsely associated with Blackline Safety. The company does not request any form of payment or personal financial details during hiring. Only communications from official company email addresses should be trusted.