Office Administrator

**About the Role**

The Office Administrator maintains CDSPI’s Toronto office in good order. Key responsibilities include overseeing building-related matters, handling corporate supply stock and orders, dealing with mailroom duties, and providing back-up to reception.

Additionally, this role will complete other duties as assigned by the Manager of Insurance and Investment Administration or by the Chief Operating Officer, on an as needed basis.

**Key Accountabilities**

Building Management:

- Maintain CDSPI’s Toronto office in good working order, acting as the point of contact for any building matters, including after-hours emergencies
- Source and oversee suppliers, contractors, and vendors based on needs, such as those for maintenance services, file management, and document storage
- Liaise with inspectors, landlord, and building management
- Oversee office access and security (entry passes, parking lot processes)
- Prepare and send employee communications related to building matters
- Provide occasional support for set-up of meetings and corporate events
- Participate in the Joint Health & Safety Committee

Purchasing:

- Support budget preparation for supplies and building costs and monitor performance
- Source, order, receive, store, and track corporate supplies, ensuring appropriate stock is available on a timely basis
- Prepare and send employee communications related to supplies

Mailroom:

- Receive incoming courier packages and arrange for outgoing courier packages
- Sort incoming mail and distribute to the appropriate department or person
- Receive/distribute incoming faxes, forwarding to appropriate person/dept.
- Reception (as needed for lunch breaks - 2nd backup for full day coverage):

- Answer all incoming calls, and respond to callers’ inquiries in a positive, professional manner
- Redirect calls as appropriate and take clear, concise messages when required
- Greet, assist, and direct all visitors, offering refreshments

Reporting:

- Reports to the Manager of Insurance and Investment Administration

Work Environment:

- In-office at CDSPI’s Toronto office - on site five (5) days per week
- Requirement to be on call after hours in rare cases of building emergency

**About You**

**Education**:

- High school graduate

**Experience**:

- 2-5 years’ experience in office administration and support
- Experience from small
- to medium-sized companies is an asset
- Switchboard and reception experience is an asset

Competencies and Attributes:

- Self-starter who takes initiative and can work independently
- Excellent verbal and written communication skills
- Strong organizational skills and ability to prioritize, multi-task, and meet deadlines
- Team player mindset with a proven ability to interact with all levels of management and staff

Proficiency in Microsoft Office suite:

- Ability to lift up to 30lbs to deal with incoming and outgoing courier packages and deliveries (with the use of a cart / dolly as needed)
- At CDSPI, we are committed to fostering an inclusive, accessible environment, where all employees and customers feel valued, respected, and supported. If you require an accommodation for the recruitment/interview process (including alternate formats of materials, or accessible meeting rooms or other accommodation), please let us know and we will work with you to meet your needs._

**Job Types**: Full-time, Fixed term contract
Contract length: 12 months

Pay: $40,000.00-$50,000.00 per year

Schedule:

- Monday to Friday

Ability to commute/relocate:

- North York, ON M2J 5B4: reliably commute or plan to relocate before starting work (preferred)

**Experience**:

- Office management: 1 year (preferred)

Work Location: In person