Office Administrator

**Join our team as an Office Administrator at Maxan**

We’re seeking a **detail-oriented**, **highly organized**, and **proactive** **Office Administrator** to support our leadership team, manage miscellaneous projects, and enhance operational efficiency throughout a number of departments.

**Job Summary**:
The Office Administrator will play a pivotal role in office administration, IT management, marketing coordination, fleet maintenance, and general office support. You will ensure seamless daily operations, manage strategic initiatives, and facilitate internal and external communication while handling confidential matters with discretion.

**What You’ll Do**:

- **Office Administration**: Manage daily inbound mail and calls, oversee office supplies and snacks, coordinate office merchandise and promotional items, handle printing and business cards, and maintain general office maintenance.
- **IT & Communication**: Update the company website, manage telephone systems and subscriptions, and coordinate with vendors for repairs and new devices.
- **Marketing Support**: Collaborate with external marketing partners to schedule planned events and activities.
- **Phones & Devices**: Oversee company-issued phones and iPads, manage vendor relationships, track device inventory, handle repairs, and optimize cost management.
- **Fleet Management**: Maintain fleet records, manage vehicle ordering and servicing, coordinate insurance claims, and review fleet-related invoices.
- **Company Events**: Help plan and coordinate internal events such as Maxan’s Annual Safety Day, holiday parties, and team-building activities.
- **General Support**: Schedule meetings, take minutes, and support leadership team with administrative tasks as needed.
- Other administrative duties as required.

**What You Bring**:

- 5+ years of experience in executive support, office administration, or a similar role.
- Bachelor’s degree or post-graduate certificate in Business Administration, Communications, or a related field is preferred.
- Experience in construction, manufacturing, or a related industry is preferred but not required.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, etc.)
- Excellent verbal and written communication skills.
- High attention to detail and accuracy.
- Ability to handle shifting priorities and last-minute changes effectively.
- An understanding of cost effectiveness in business strategy and day-to-day activities.
- Strong organizational, time management, and prioritization skills.
- Problem identification and resolution skills.
- Customer-service focused individual.
- Ability to work independently and efficiently.
- A team player with strong interpersonal skills.
- Strong work ethic and positive attitude.
- Ability to maintain confidentiality and professionalism.

**What’s In It For You**:

- Competitive Compensation Package, including a structured KPI Bonus Program
- Excellent benefits and annual health spending account
- Great vacation policy plus 3 paid personal days
- RRSP Matching Program
- Early office closure on Fridays throughout the year and summer hours
- Complimentary use of our gym and shower facilities on-site
- Fresh fruit and snacks around the office
- In-house leadership and development programs through Maxan Academy
- Be part of an amazing culture where you want to come to work
- Maxan is committed to fostering a diverse and inclusive workplace. Reasonable accommodations in the hiring process will be provided to people with disabilities upon request._

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