Administrative Officer

4 weeks ago

Toronto, Canada Contract Intelligence Full time

**Job Description**:
We are seeking a highly organized and detail-oriented Administration Officer to oversee and

coordinate office administrative procedures. The Administration Officer will be responsible for

reviewing, evaluating, and implementing new procedures to improve efficiency and ensure

compliance. This role will involve establishing work priorities, delegating tasks to office support

staff, and ensuring deadlines are met. Additionally, the Administration Officer will be involved in

administrative activities related to admissions to post-secondary educational institutions and the

release of records under government access to information and privacy legislation. The successful

project planning and management processes. This position may involve supervising records

management technicians and related staff.

**Responsibilities**:
1. Oversee and Coordinate Office Administrative Procedures:
Develop and implement office administrative procedures to streamline processes and enhance

efficiency.

Review existing procedures and identify areas for improvement.

Ensure compliance with government regulations and company policies.

Coordinate and communicate procedures to office staff to ensure consistent implementation.

2. Establish Work Priorities and Delegate Tasks:
Prioritize tasks based on urgency and importance.

Delegate work to office support staff, providing clear instructions and guidance.

Monitor progress and provide feedback to ensure deadlines are met.

Ensure adherence to established procedures and quality standards.

3. Release of Records and Government Access to Information:
Administer policies and procedures related to the release of records.

Process requests under government access to information and privacy legislation.

Ensure proper handling and protection of sensitive information.

Maintain accurate records of requests and responses.

4. Coordinate and Plan Office Services:
Coordinate office services such as accommodation, relocations, equipment, supplies, and

forms.

Manage disposal of assets, parking, maintenance, and security services.

Liaise with service providers and negotiate contracts to ensure optimal service delivery.

Identify opportunities for cost savings and process improvements.

5. Budgeting, Contracting, and Project Planning:
Conduct analyses and oversee administrative operations related to budgeting, contracting, and

project planning.

Assist in the preparation of operating budgets and maintain inventory and budgetary controls.

Collaborate with stakeholders to develop and manage project plans.

Monitor project progress, identify risks, and implement mitigation strategies.

6. Data Compilation and Reporting:
Assemble data and prepare periodic and special reports, manuals, and correspondence.

Ensure accuracy and completeness of reports and documents.

Collaborate with internal teams to gather necessary information.

Prepare reports for auditors and external bodies as required.

7. Supervision and Team Management:
Supervise records management technicians and related staff (if applicable).

Establish work priorities and delegate tasks to the team.

Ensure deadlines are met and procedures are followed.

Provide training, guidance, and performance feedback to team members.

Qualifications:
Bachelor's degree in business administration, management, or a related field (or equivalent

experience).

Proven experience in office administration and coordination.

Strong organizational and time management skills.

Excellent attention to detail and accuracy.

Knowledge of admissions processes for post-secondary educational institutions is desirable.

Familiarity with government access to information and privacy legislation.

Proficient in budgeting, contracting, and project planning processes.

Strong analytical and problem-solving abilities.

Excellent written and verbal communication skills.

Proficiency in using office

Minimum Requirements for the Administration Officer position:
1. Education: High school diploma or equivalent (additional relevant certifications or a

bachelor's degree in business administration or a related field is preferred).

2. Experience: At least 5-7 years of experience in office administration or a related role.

Experience in coordinating administrative procedures, overseeing office services, and

managing budgets and projects is desirable.

3. Knowledge and Skills:
Strong organizational and time management skills.

Attention to detail and accuracy in work.

Proficient in using office productivity software (e.g., Microsoft Office Suite)

Good knowledge of administrative procedures and best practices.

Ability to prioritize tasks and meet deadlines.

Excellent written and verbal communication skills.

Analytical and problem-solving abilities.

Familiarity with budgeting and contracting processes is a plus.

Knowledge of admissions processes for post-secondary educational institutions andgovernment access to information and privacy legislation i

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