Office Administrator

OFFICE ADMINISTRATOR

We are looking for an enthusiastic and professional Office Administrator, who enjoys working in a fun, creative, collaborative environment. Our ideal candidate has exceptional organizational, time management, and communication skills, and thrives in a fast-paced, dynamic environment.

· You have experience coordinating and supporting the general day-to-day administration of a mid-sized office.

· Your experience includes organizing office operations and procedures, HR administration, benefits administration, corporate initiatives, clerical support, and some bookkeeping.

· You are detail oriented, and adept at planning as well as getting into the weeds of projects.

· You are able to think on your feet, critically analyze information, and communicate with a diverse team of colleagues, as well as vendors and clients.

· You are a flexible problem-solver with a strong client service mindset and business acuity, who excels at building positive relationships with others.

· You have experience working with and managing vendors and contractors.

· You want to work with a company that values your efforts, includes you as part of the team, and respects you as an individual.

Launched in 1996, Memory Tree is a full-service digital media agency based in Waterloo, ON. We're one of Canada's largest media content creation studios and a great place to work.

The Office Administrator is responsible for coordinating and supporting office operations. They are skilled at multitasking and possess the unique ability to deftly handle the unexpected, while ensuring that all routine office functions are done, and everything is kept in good working order. You're the glue that helps keep our office functioning like a Swiss watch.

Responsibilities include:

• Ensuring the overall general coordination of the office, overseeing operational efforts, and maintaining effective communications.
• Warmly greeting visitors to our facility, answering and directing phone calls promptly, fielding solicitors/cold sales calls, maintaining office efficiency, dealing with deliveries, and arranging for any necessary repairs.
• Performing a variety of administrative and clerical duties, such as generating and distributing documentation, general office filing, and sorting and distributing office mail.
• Coordinating, scheduling, and tracking meetings and appointments, as well as making travel arrangements as needed.
• Maintaining facilities and company vehicle management, including vendor contracts and relations, and facilitation of all office functions and services. Acting as primary liaison between the company, staff, and office building management, providing information, answering questions, and responding to requests.
• Overseeing and achieving organizational goals while maintaining an efficient, productive, and positively cultured office and employee experience.
• Providing HR administrative support including benefits plan coordination, company policy support, corporate onboarding/offboarding, health and safety (JHSC) coordination, tracking time off company-wide, and updating personnel records in the HR system information.
• Office supply and sundry purchasing. Keeping our office kitchen supplied with snacks, coffee, drinks etc.
• Planning office lunch, or meeting snacks for special events.
• Backing up the bookkeeper by occasionally assisting with invoicing clients, paying bills, coordinating changes with payroll, tracking expenses and credit cards, and assisting in the distribution of related documentation as required.
• Assisting colleagues and management with operational, HR, or administrative needs.
• Watering our office plants, and assisting with kitchen clean up / emptying the dishwasher, light clean of our coffee system. (we have an office cleaner that does the heavy cleaning tasks).
• Other related duties as assigned.

This full-time position will be based out of our Waterloo office. There may also be local shopping required, so a car is nessisary. Hours are predominately 9:00 AM to 5:00 PM, but occasionally there may be a need to work varying hours as required to address operational needs. THIS IS NOT A REMOTE WORK POSITION.

REQUIREMENTS:

· Minimum of 3 years of office administration experience, including some general HR, benefits, and bookkeeping experience

· Post secondary education in a related field or equivalent experience

· Strong knowledge of office administration and clerical methods and tools

· Self-motivated and detail oriented with the ability to work equally well independently and as part of a diverse team

· Excellent coordination skills with the ability to keep others organized and on track

· Strong organizational, time management, and the ability to multitask and prioritize multiple competing requests and tasks

· Ability to work under tight timelines, while being responsive and flexible

· Strong customer service, relationship management, and teamwork mindset

· Ability to understand and respond well to feedback and criticism

· Strong collaborative problem-solving skills

· Strong proficiency working with software (e.g. MS Office, Google Workspace, SharePoint, QuickBooks, Pumble etc.)

· Generally technology-savvy

· Strong communication and interpersonal skills in English - written, verbal and presentation (Bilingual in French is considered an asset, but not required)

· JHSC, WHMIS, and First Aid certification are considered an asset, but not required.

· Class G driver's license and the ability to travel to locations not served by public transportation

COMPENSATION:

· $42,000 to $50,000 per year, commensurate with experience and ability

· Health benefits package

· A paid day-off for your birthday each year

· Two paid for mental health days each year

· Two paid for family care days each year

· Five paid sick days per year

· Two Weeks paid vacation time

Memory Tree invites all interested individuals to apply for this position and encourages applications from people with disabilities, Indigenous, Black, and all racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions. We make hiring decisions based solely on qualifications, merit, and business needs at the time.

Memory Tree is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We employ people without regard to age, ancestry, colour, race, citizenship, ethnic origin, place of origin, creed, disability, family status, marital status (including single status), gender identity, gender expression, sex (including pregnancy and breastfeeding), or sexual orientation.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code.

Job Type: Full-Time, Permanent

Job Types: Full-time, Permanent

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

Benefits:

• Casual dress
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• Vision care
• Wellness program

Work Location: In person