Office and Account Administrator

1 week ago

Victoria, Canada The Mullings Group Full time

The Mullings Group is seeking an Office Administrative Assistant on behalf of a privately held organization with a diverse portfolio of business interests and a strong commitment to operational excellence. The company fosters a culture grounded in integrity, collaboration, and excellence in customer experience. This role is based on-site in Victoria, BC; hybrid and remote work arrangements are not available at this time. We are seeking a proactive and highly organized Office Administrative Assistant to support a dynamic team in a fast-paced, confidential environment. This role requires exceptional multitasking skills, discretion, and strong administrative expertise. Office Administration: Order and manage office supplies and snacks/beverages, coordinate office events, and ensure a well-maintained workspace. Ensure that meeting rooms and kitchen spaces are tidy and maintained. Front Desk & Vendor Management: Handle calls, greet visitors, manage mail and couriers, and liaise with building management for office maintenance. When requested, coordinate calendars, schedule meetings, process expenses, and provide high-level administrative support for senior management, in collaboration with the office admin team. Provide hospitality when senior leaders and guests are in the office, including setting-up lunch or arranging restaurant bookings. Assist with coordination related to recruitment and onboarding, employee asset management, health and safety compliance for our downtown office, and other confidential tasks. Other Administrative Tasks: Manage parking allocations, process invoices for vendors, and support other operational needs. Set up and take down seasonal decorations in the office. Minimum three years' experience in an administrative or executive support role. High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with SharePoint is an asset. Knowledge of HR processes, including onboarding and health and safety regulations is an asset. This is a full-time in office role (40 hours per week, 8:30 AM – 5:00 PM), with some flexibility based on business needs.

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