Cyclic Materials is one of the most exciting cleantech companies in North America.
We are addressing environmental, geopolitical, and supply chain challenges by recovering rare earth elements and other valuable materials from many difficult-to-recycle products of the modern world. We provide the market with a secure and regional supply of metals critical to the energy transition, and do so in an ethical, economically viable, and sustainable way.
With the global market for magnet rare earth elements forecast to increase dramatically by 2030, establishing new sources of these critical elements will be vital to support the electrification of transportation and energy across Canada, North America, and around the world. Cyclic Materials is positioned to be a key player in developing a circular economy to support the energy transition.
We are a passionate, driven group of people who bring a dedication to the entrepreneurial spirit paired with a desire to make a meaningful positive impact on the planet. Cyclic Materials believes in fostering a culture of respect and support across all our stakeholders.
Join our team and help build a global recycling cleantech company!
Position Overview:
We are seeking a proactive, hands on and detail-oriented Office Administrator to join our team at our Mesa, AZ Office. This ideal candidate will play a vital role in ensuring the smooth operation of the office, managing office administration, and providing support to directors. The successful office administrator is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently. Well organized and flexible. Responsibilities include but not limited to:
Key Responsibilities:
Office Management:
• Oversee the day-to-day operations of the office, ensuring it runs efficiently and effectively.
• Maintain office supplies and equipment, and coordinate their replenishment as needed.
• Manage office spaces, ensuring a clean, organized, and conducive work environment for employees.
• Provides all new employees with first-day information, greets them at reception, coordinates with the Facilities & Office Services team for access cards, ensuring email address are added to the email group.
• Open and distribute incoming mail.
• Creates and reviews documents for Facilities & Office Services as requested.
• Participates in Health & Safety initiatives and committees.
• Provides backup support to administrators where necessary.
Office/Building Services Management:
• Coordinate with building management to ensure the office premises are cleaned and maintained to a high standard.
• Arrange for repairs and maintenance visits as required.
• Assists with all administrative tasks (occupent reporting, purchase orders, etc.) for Facilities and Office Services departments.
• Manages and maintains all documents related to reception operation.
• Ensures the Reception area is continuously stocked with company-related materials.
• Engages in various support requests including facilities and building requests, transportation requests, courier/mail requests coordinating last minute room.
• Booking meeting rooms, requesting tech support
Meet and Greet:
• Act as the first point of contact for visitors and clients, providing a warm and professional welcome.
• Answers all incoming phone calls and redirects as necessary. Ensures all phone inquiries are handled efficiently, politely, and with confidentiality.
• Assist in scheduling and coordinating meetings, including booking meeting rooms and arranging refreshments.
• Direct all guests and visitors to their correct meeting room, ensuring room setup
Travel Arrangements:
• Provide administrative support to staff and executives by assisting with travel arrangements, including flight bookings, hotel reservations, and transportation.
• Ensure that travel plans align with company policies and explore cost-effective options when possible.
Event Planning:
• Finding and booking venues
• Managing all logistics, creating detailed itineraries for all attendees
• Sending out invitations and booking calendars
• Making lunch and dinner reservations for clients, board members and staff
• Organizing holiday parties and company events
• Coordinating offsite meetings and tours, checking schedules and availability
Communication and Coordination:
• Collaborate with various departments and offices in Kingston to ensure smooth communication and coordination within the offices.
• Liaise with relevant stakeholders to address workplace-related issues and implement improvements.
• Maintain an up-to-date filing system using SharePoint to save all documents.
Health and Safety:
• Promote and adhere to health and safety policies and procedures, ensuring a safe working environment for all employees.
• Promptly raise any health and safety concerns to the appropriate department.
Additional Responsibilities:
• Renegotiate utilities contracts and manage office-related vendor relationships to optimize cost-efficiency.
• Collaborate with finance and procurement teams to identify cost-saving opportunities and implement strategies to reduce office-related expenses.
• Keep abreast of relevant laws and regulations pertaining to office management and ensure compliance.
Qualifications:
• Proven experience in office administration.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Familiarity with health and safety regulations.
• Proficiency in using office software and equipment.
• Ability to negotiate and manage vendor contracts.
• Strong attention to detail and problem-solving skills.
• Flexibility and adaptability in a fast-paced work environment.
Working Conditions:
• This position may require working in outdoor or indoor environments, with exposure to noise, dust, and varying weather conditions.
• The job may involve shift work, weekend shifts, or on-call availability depending on operational needs.
• Personal protective equipment (PPE) may be required at times.
What we can offer you:
• An impactful company improving the sustainability of critical materials production.
• The opportunities of a young and fast-growing company. Your success is our success!
• Opportunities for growth.
• A dynamic work environment that’s focused on learning with accelerated career paths.
• A competitive salary package.
• Health and wellness benefits.
Learn more about Cyclic Materials here:
https://www.youtube.com/watch?v=OEf6tR-TmAc
An Equal Opportunity employer, at Cyclic Materials, equality is a core tenet of our culture. We are committed to building an inclusive global team that represents a variety of backgrounds, perspectives, beliefs, and experiences. The more diverse we are, the richer our community and the broader our impact.
Applicants for employment in the Canada and US must have work authorization that does not now or in the future require sponsorship of a visa for employment authorization in the United States or Canada and with Cyclic Materials (i.e., H1-B visa, F-1 visa (OPT), TN, L1-A visa or any other non-immigrant status).
Please note that ONLY QUALIFIED CANDIDATES will be contacted for this opportunity.