Office Administration Specialist

3 weeks ago


Markham, Ontario, Canada VIP Management Services Inc. Full time
Position Overview

We are seeking a dedicated Office Administration Specialist to join our team at VIP Management Services Inc.. This is a permanent role requiring a commitment of 40 hours per week in a professional environment.

Key Responsibilities
  • Organize and coordinate events such as seminars and conferences.
  • Support staff in consultation and grievance processes.
  • Facilitate the HR department's activities to align with organizational objectives.
  • Manage the flow of information within the team effectively.
  • Oversee daily operations and direct staff accordingly.
  • Assess and enhance daily operational performance.
  • Encourage and motivate team members.
  • Handle incoming mail and distribute materials appropriately.
  • Plan and monitor budgetary allocations and expenditures.
  • Organize and manage daily operational tasks.
  • Review HR initiatives to ensure compliance with applicable laws.
  • Supervise and guide other employees.
  • Develop and enforce office policies and procedures.
  • Provide training to new and existing staff.
  • Document and prepare minutes for meetings and conferences.
  • Establish and maintain office procedures and routines.
  • Design and implement recruitment strategies.
  • Schedule and confirm appointments efficiently.
  • Manage contracts and agreements.
  • Oversee training and development initiatives.
  • Handle telephone communications and relay messages.
  • Respond to electronic inquiries promptly.
  • Compile and analyze data, statistics, and other relevant information.
  • Supervise the preparation of reports.
  • Provide strategic advice to senior management.
  • Set up and maintain both manual and digital filing systems.
  • Type and proofread various documents and correspondence.
  • Conduct research as needed.
  • Perform data entry tasks accurately.
  • Deliver exceptional customer service.
Technical Proficiencies
  • Proficient in MS Outlook, MS Word, and MS Office.
  • Familiarity with Adobe Acrobat Reader.
Security Requirements
  • Completion of a criminal record check is mandatory.
Travel Information
  • Travel expenses will be covered by the employer.
  • Public transportation options are accessible.
Personal Attributes
  • Strong multitasking abilities.
  • Excellent verbal and written communication skills.
  • Adaptability and flexibility in a dynamic work environment.
  • Sound judgment and organizational skills.
  • Team-oriented with a client-focused approach.
  • Reliable and dependable with strong time management skills.
  • Accountable and diligent in task execution.
  • Quick learner with a commitment to continuous improvement.
Additional Benefits
  • Transportation will be provided by the employer.


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