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Office Administrator

4 months ago

Scarborough, Canada Century 21 Full time

Job Description**:Office Administrator**

Position Overview: As an Office Administrator, your primary responsibility is to ensure the smooth and efficient operation of the office. You will perform a wide range of administrative and clerical tasks to support the overall functioning of the organization. Your role involves managing client requirements, coordinating meetings and events, maintaining office systems, and providing administrative support to staff members. You will be the point of contact for internal and external stakeholders, promoting a positive and professional office environment.

Key Responsibilities:
Administrative Support:
Answer and direct phone calls, take messages, and handle correspondence.
Greet visitors and provide them with a positive and welcoming experience.
Coordinate and schedule appointments, meetings, and travel arrangements.
Prepare and distribute internal communications, memos, and reports.

Office Operations:
Manage office supplies, inventory, and equipment, ensuring availability and functionality.
Maintain and update office records, databases, and filing systems.
Implement and improve office policies and procedures to enhance efficiency.
Handle incoming and outgoing mail, packages, and deliveries.

Meeting and Event Coordination:
Schedule and organize meetings, conferences, and special events.
Prepare meeting agendas, take minutes, and distribute relevant documents.
Arrange logistics, including venue selection, catering, and audiovisual equipment.

Communication and Collaboration:
Serve as a liaison between employees, management, and external contacts.
Respond to inquiries and provide accurate information to internal and external stakeholders.
Collaborate with other departments to facilitate interdepartmental communication and coordination.
Maintain confidentiality and handle sensitive information with discretion.

Financial Support:
Assist with basic bookkeeping tasks, such as invoicing, expense tracking, and budget monitoring.
Coordinate with the finance department to process invoices and payments.
Maintain accurate financial records and reconcile discrepancies.

General Office Maintenance:
Ensure the office is clean, organized, and well-maintained.
Coordinate repairs and maintenance for office equipment and facilities.
Manage relationships with office vendors and service providers.

**Qualifications and Skills**:

- High school diploma or equivalent; additional qualifications in office administration or related field are a plus.
- Proven experience as an office administrator, office assistant, or similar role.
- Proficient in using office software (e.g., Microsoft Office suite) and general office equipment.
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Effective communication and interpersonal skills.
- Ability to multitask and prioritize tasks in a fast-paced environment.
- Problem-solving and decision-making abilities.
- Discretion when handling confidential information.

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

**Salary**: $50,000.00 per year

**Benefits**:

- Dental care
- Paid time off

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Scarborough, ON M1V 1S8: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Language**:

- English (preferred)

Work Location: In person

Expected start date: 2023-07-01