Administrative Assistant

2 weeks ago

Toronto, Ontario, Canada Professional Staffing Full time

Our client is seeking a Workplace Admin to support vendor administration, procurement, and operational activities within their Corporate Services function. This role works closely with internal stakeholders and external vendors to ensure accurate processing of vendor records, purchase requisitions, contracts, and invoices.

Responsibilities


• Manage vendor administration activities, including maintaining accurate vendor records, coordinating onboarding and offboarding, serving as a primary vendor contact, and supporting vendor performance management for the Workplace Experience and Strategic Planning and Projects teams


• Support procurement, receiving, and invoicing processes by preparing and processing purchase requisitions, managing receiving activities, reviewing and reconciling invoices, resolving discrepancies, and coordinating with Accounts Payable to ensure timely vendor payments


• Provide administrative and operational support to the Workplace Experience and Strategic Planning and Projects teams, including process documentation, budget tracking, reporting, internal communications, facilities-related requests, departmental metrics, and backup coverage for Reception and Mailroom functions as required

Skills


• Strong written and verbal communication skills in English; French or additional languages are an asset


• High proficiency in Microsoft Office applications, particularly Excel, with the ability to learn new systems quickly


• Experience with Oracle or similar procure-to-pay systems is an asset


• Familiarity with ServiceNow, facilities management systems, or space planning tools is an asset


• Strong organizational, time management, and multitasking skills in a fast-paced environment


• Ability to handle confidential information with discretion and professionalism


• Flexibility to support activities outside the immediate scope of the role and adjust work hours when required

Education and Experience


• High school diploma required; college diploma or bachelor's degree preferred


• Minimum of two years of experience in an office or corporate environment, preferably in vendor administration, facilities, or administrative support


• Experience with procure-to-pay systems, facilities ticketing systems, or space planning tools is an asset


• Prior experience in financial services, investment, professional services, or other regulated environments is an asset

This position reflects a current vacancy with one of our clients. Our Recruiters combine their expertise and AI-enabled technology in the recruitment process

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