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Office Administrator

2 weeks ago

Surrey, British Columbia, Canada Pillexa Full time

Office Administrator
Reports To: C-Suite Executives/HR Rep
Location: Surrey, BC

Position Overview

The Office Administrator is a key support role responsible for maintaining smooth daily operations across the organization. This position oversees general office administration, credit card and expense reconciliation, basic bookkeeping functions, organizing service providers, and supporting HR with recruitment, onboarding, and employee communications.

The ideal candidate is detail-oriented, highly organized, proactive, and comfortable working in a fast-paced consulting environment. They will ensure accuracy in financial records, provide exceptional administrative support, and act as a central point of contact for both internal staff and external partners.

Key ResponsibilitiesOffice Administration, Financial Support & Vendor Coordination

  • Oversee daily office operations, including maintaining supplies, equipment, meeting rooms, digital filing systems, and general organization, while serving as the first point of contact for staff inquiries, visitors, and external communications.

  • Handle a wide range of administrative duties such as drafting documents and reports, preparing meeting minutes, coordinating schedules and calendars, and managing mail, shipping, and courier requests.

  • Support financial functions by collecting and reconciling monthly credit card statements, matching receipts, categorizing expenses, preparing summaries, identifying discrepancies, and maintaining accurate, audit-ready financial records.

  • Assist with general bookkeeping tasks including AP/AR, invoice preparation, vendor payments, transaction entry in accounting software, reimbursements, petty cash, mileage logs, and maintaining up-to-date vendor and service provider records.

  • Coordinate all service providers by managing relationships with IT, cleaners, maintenance teams, and building management; tracking service agreements and renewals; scheduling repairs or routine services; gathering quotes; comparing pricing; and ensuring all vendors meet quality and reliability standards.

HR & Recruitment Support

  • Assist HR with recruitment by posting job ads, screening resumes, and conducting pre-screen calls.

  • Coordinate interview scheduling between candidates and hiring managers.

  • Prepare offer letters, onboarding packages, and new hire documentation.

  • Support new hire orientation and ensure a smooth onboarding experience.

  • Answer general HR questions and direct employees to appropriate resources.

  • Maintain confidential employee files and ensure compliance with HR policies.

  • Support HR initiatives such as engagement activities, surveys, and training coordination.

Other Administrative & Team Support

  • Assist with event planning (team meetings, training sessions, celebrations).

  • Support data entry, reporting, and internal communication tasks.

  • Identify opportunities to improve administrative processes and efficiency.

  • Provide backup coverage for other administrative or HR functions as needed.

Qualifications & RequirementsEducation & Experience

  • Diploma or certificate in Office Administration, Business Administration, Bookkeeping, or related field (preferred but not required).

  • 1 - 2 years of experience in an administrative, bookkeeping, or office coordinator role.

  • Experience supporting HR or recruitment processes is an asset.

  • Experience with credit card reconciliation or bookkeeping is strongly preferred.

Skills & Competencies

  • Strong knowledge of bookkeeping basics (AP/AR, receipts, bill payments, expense tracking).

  • Proficient with MS Office Suite, Google Workspace, and basic accounting systems.

  • Exceptional organization and time-management skills.

  • High attention to detail and accuracy in financial data.

  • Comfortable handling confidential information and sensitive employee matters.

  • Strong communication skills, both written and verbal.

  • Ability to manage multiple priorities in a fast-paced environment.

  • Problem-solver with a proactive approach to improving processes.

Working Conditions

  • Office-based

  • Must be comfortable handling periods of high volume during month-end, audits, or recruitment peaks.

  • Some lifting of office supplies or materials may be required (up to 20 lbs).