Office Administrator
7 months ago
**Position Summary**:
**Job Description and Responsibilities**:
- Provide comprehensive administrative assistance, including but not limited to calendar management, meeting scheduling, correspondence handling, and report preparation.
- Support Human Resources functions such as recruitment, onboarding, and employee relations. Maintain accurate employee records and ensure strict adherence to company policies, regulations, and operational procedures.
- Supervise day-to-day operations, encompassing facility management, procurement, inventory oversight, and vendor coordination. Develop streamlined processes and implement efficient systems to amplify productivity and cost-efficiency.
- Coordinate and support project endeavors, involving strategic planning, resource allocation, progress monitoring, and reporting. Collaborate with cross-functional teams to ensure punctual project execution and deliverable fulfillment.
- Devise and implement administrative policies and procedures to enhance organizational efficacy and adherence to regulations. Conduct regular policy reviews and updates to align with evolving business requirements and industry benchmarks.
- Foster effective communication between internal and external stakeholders, encompassing client interaction, supplier collaboration, and partner engagement, to maintain positive relationships and resolve challenges.
- Ensure the maintenance of a neat and organized office environment.
- Manage inventory of office supplies and place orders as necessary.
- Oversee inbound and outbound mail and package handling.
- Coordinate maintenance and repair of office equipment.
- Assist in scheduling appointments and meetings for staff members.
- Draft and disseminate internal communications, memos, and reports.
- Maintain and update company databases and filing systems.
- Provide support for data entry, document management, and record-keeping activities.
- Extend assistance to various departments as required.
- Uphold precise records, files, and documentation pertinent to diverse administrative responsibilities.
- Guarantee adherence to record retention policies and regulatory stipulations.
- Contribute to travel arrangements for employees, encompassing flight and accommodation bookings, and transportation coordination.
- Formulate comprehensive travel itineraries and ensure all essential documentation is furnished.
- Process travel-related expense reports and reconcile expenditures.
- Contribute to organizing company events, meetings, and conferences.
- Coordinate logístical elements of events, comprising venue selection, catering, and audiovisual setup.
- Manage RSVPs, registrations, and attendee communications.
- Assist with rudimentary accounting tasks, including invoice processing, expense monitoring, and purchase order oversight.
- Collaborate closely with the finance team to ensure meticulous record-keeping.
**Minimum Qualifications**:
High school diploma or equivalent; additional certification or relevant education is advantageous.
Demonstrable experience in office administration or a related role.
Exceptional organizational and time management proficiencies.
Keen attention to detail and adept problem-solving abilities.
**Behavioural Qualifications**:
Flexibility and adaptability to accommodate shifting priorities and deadlines.
Teamwork: Collaborating effectively and efficiently with colleagues.
Interpersonal Skills: Skillfully communicating, building rapport, and interacting positively with diverse personalities.
Goal Orientation: Displaying energetic dedication to achieving goals, missions, or objectives.
Organization and Planning: Employing methodical, systematic, and orderly approaches to realize objectives.
Problem Solving: Anticipating, analyzing, diagnosing, and effectively resolving challenges.
Written Communication: Crafting clear, concise communication suitable for the intended audience.
Flexibility: Demonstrating agility and adaptability in response to change. Ability to function autonomously.
**Job Types**: Full-time, Fixed term contract
Contract length: 12 months
**Salary**: $21.50 per hour
Expected hours: No less than 44 per week
**Benefits**:
- On-site parking
Flexible Language Requirement:
- French not required
Schedule:
- Monday to Friday
- Overtime
Supplemental pay types:
- Overtime pay
Ability to commute/relocate:
- Vaughan, ON L4K 1M9: reliably commute or plan to relocate before starting work (required)
**Education**:
- Secondary School (required)
**Experience**:
- Administrative: 1 year (required)
**Language**:
- English (required)
Work Location: In person
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