Company Description

Cyclic Materials is the most exciting cleantech company in North America.

We are addressing environmental, geopolitical, and supply chain challenges by recovering rare earth elements and other valuable materials from the difficult-to-recycle products of the modern world. We provide the market with a secure and regional supply metals critical to the energy transition, and do so in an ethical, economic, 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 the economy across Canada, North America, and the world.

Cyclic Materials is positioned to be a key player in developing a circular economy to support the energy transition.

Join the team in building a global recycling cleantech company.

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Position Overview

We are seeking a proactive, hands on and detail-oriented Office Administrator to join our team at our Kingston Office. This ideal candidate will play a vital role in ensuring the smooth operation of the office, managing office administration, coordinating plant tours 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.

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Responsibilities

Responsibilities include by are not limited to:

• Oversee the day-to-day operations of the office, ensuring it runs efficiently and effectively
• Keep stock of office supplies and coordinate with Toronto HQ to ensure it is well-stocked with company-related materials, etc..
• Act as the reception contact for phone calls, general queries, and visitor arrivals.
  • Intake and distribute incoming mail and packages
  • Provides backup support to administrators where necessary.
  • Ensures the Reception area is continuously stocked with company-related materials.
  • Act as the first point of contact for visitors and clients, providing a warm and professional welcome.
• Coordinate with HQ to ensure the office premises are cleaned and maintained to a high standard; Regularly inspect and monitor cleaning services to ensure quality and compliance with company standards.
  • Advise and coordinate for repairs and maintenance visits as required.
• Participate in Health & Safety initiatives and committees.
• Engage in various support requests including facilities and building requests, transportation requests, courier/mail requests coordinating last minute requests
• Prepare meeting rooms for Investor Tours, team meetings, etc…
  • 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
• Make lunch and dinner reservations for clients, board members and staff
• Collaborate with Toronto HQ to ensure smooth communication and coordination within the offices.
  • Liaise with Toronto Office Manager to solve workplace-related issues and implement improvements.
• 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.
• Orient new employees to office fire exits and ensure they are always clear and well-marked.

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What you bring

• 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.

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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 and some travel
• Leadership opportunities as the company grows
• A dynamic work environment that's focused on learning with accelerated career paths
• A competitive salary package
• Health and wellness benefits

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