Office Administrator

4 days ago

Woodbridge, Ontario, Canada GSCI Advanced Photonics Full time

Office Administrator

About the Role

We are seeking a highly organized, detail-oriented Office Administrator
to support our operations, logistics, and marketing teams. This individual will play a vital role in coordinating trade shows and events, managing business travel logistics, and maintaining key administrative processes within our ERP and compliance systems.

The ideal candidate thrives in a dynamic environment, is comfortable handling confidential information, and takes ownership of multiple projects simultaneously.

Key Responsibilities

Trade Shows & Events

  • Plan and coordinate company participation in
    domestic and international trade shows
    and industry events.
  • Manage event logistics including registration, booth setup, materials shipment, hotel accommodations, and travel itineraries.
  • Track and record
    event budgets
    , expenses, and ROI metrics.
  • Support post-event follow-up activities with marketing and sales teams.
  • Maintain a calendar of
    industry events and deadlines
    (booth registration, visa timelines, etc.).

Administrative & Office Support

  • Serve as the
    first point of contact
    for visitors, vendors, and incoming calls or emails.
  • Answer and direct
    incoming calls and general inquiries
    professionally and efficiently.
  • Manage calendars, travel arrangements, and accommodations for executives and staff.
  • Prepare and process
    visas, carnets, and NATO clearances
    for international travel and product demonstrations.
  • Enter and reconcile
    credit card transactions
    in the company ERP system.
  • Support purchasing, documentation filing, and day-to-day administrative functions as needed.
  • Support onboarding of new employees (desk setup, welcome materials, ID badges).
  • Plan and coordinate company events, meetings, and team-building activities (e.g., holiday gatherings, milestone celebrations, staff appreciation days).
  • Draft and distribute the monthly company newsletter, highlighting key announcements, project updates, trade show participation, and employee news.

Financial & ERP Responsibilities

  • Accurately
    enter and categorize expenses
    into ERP (Enterprise Resource Planning) software.
  • Support finance with vendor records, receipts, and data entry such as monthly credit card statements.
  • Assist with reporting related to
    trade show and event budgets
    .

Compliance & Documentation

  • Support the logistics team for sales and marketing related shipments.
  • Support coordination of travel documentation and security clearance requests
  • Ensure sensitive business information is handled in accordance with company confidentiality and export compliance policies.

Qualifications

  • 3+ years of experience in office administration, executive assistance, or operations support.
  • Basic bookkeeping knowledge (AR, AP, and expense tracking) with the ability to enter and organize financial data accurately.
  • Strong proficiency in
    Microsoft Office
    (Excel, Word, Outlook) and ERP or CRM systems.
  • Excellent organizational and multitasking skills with attention to detail.
  • Experience coordinating events or travel (domestic/international) is an asset.
  • Fluent in English and professional communication skills and ability to interact with internal and external stakeholders.

Why Join Us

  • Collaborative and fast-paced environment with room to grow.
  • Exposure to international markets, trade shows, and defense industry events.
  • Opportunity to make a meaningful impact by ensuring seamless operations across multiple departments.

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