Office Administrator

1 week ago

Scarborough, Canada InVision Staffing Full time

**InVision is a Professional Recruitment Firm involved in Engineering, Industrial/Skilled Trades, Information Technology and Professional Services within Canada and the U.S. We have a successful track record working on both small and large recruitment projects, across North America.**

Our client is a recognized Manufacturer of HVAC and fluid technology systems are actively seeking a dynamic and organized **Office Administrator** to join their growing team This role is pivotal in maintaining smooth office operations and supporting the executive team in achieving their goals

**Responsibilities**:

- Manage daily office operations, including reception duties, office supplies management, and supporting facility coordination
- Oversee main Reception line, answer all incoming telephone calls, determine purpose of each call, and redirecting calls to the appropriate personnel or department
- Provide end-to-end office supply management, which includes, but is not limited to, monitoring stock levels, special order requests, budget management, and following proper invoice reconciliation procedures.
- Manage all in-bound/ out-bound mail and distribution to the appropriate personnel or department
- Coordinate closely with the Maintenance & Facilities Manager on any upkeep requirements and needed
- Ensures cleanliness and organization of main lobby area
- Assists in the planning and execution of staff social events, including ‘lunch and learns’, meetings, annual events, and social committee events
- Ensure all signage throughout the office is up to date
- Assist in identifying and troubleshooting next steps for facility management/equipment issues
- Support the Global Executive Assistant with general administrative duties, including but not limited to, coordinating meetings and special projects for both Senior Management and Leadership Board members.
- Manage internal meeting room bookings, including but not limited to, arranging refreshments and ensuring the rooms are tidy, in conjunction with the Global Executive Assistant
- Coordinate travel and/or accommodation arrangement as required
- Assist with creating, updating, and maintaining document templates in coordination with Global Executive Assistant
- All other duties as may be assigned, either directly from Global Executive Assistant, Senior Management, Leadership Board, Human Resources, or other ad-hoc administrative tasks

**Qualifications**:

- Post-secondary Degree, Diploma, or Certificate in Office Administration or related field
- Proven experience as an Office Administrator, Administrative Assistant, Jr. Administrative Assistant, or similar role.
- Strong organizational and time-management skills with the ability to prioritize tasks.
- Excellent written and verbal communication skills.
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
- Ability to handle confidential information with integrity and professionalism.
- Flexibility and adaptability to work in a time-sensitive environment.
- Proficient with Microsoft Office Suite and phone routing systems
- Creative problem-solving skills

**Employment Rewards**:

- Permanent Role
- Day shift
- International organization with room for growth

**Application Process**:
**InVision is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind**:
InVision is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment.

**Job Types**: Full-time, Permanent

Pay: $50,000.00-$55,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Paid time off

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday
- No weekends

Work Location: In person

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