Office Administrator

4 hours ago

Toronto, Ontario, Canada The ML Group Full time

Position Summary
The Office Administrator is a central role that supports executives, manages office operations, and provides a professional and welcoming point of contact for clients, vendors, and staff. This position blends administrative coordination, reception duties, scheduling, communication, and general office management. The ideal candidate is organized, proactive, polished, and capable of handling a wide range of tasks with discretion, accuracy, and efficiency.

Key Responsibilities
Reception & Front Office Management

  • Greet visitors, clients, and vendors in a professional, friendly manner.
  • Answer and direct incoming calls; take accurate messages and route accordingly.
  • Manage front-desk email inbox and general inquiries.
  • Maintain a clean, organized, and welcoming reception and office environment.
  • Coordinate incoming/outgoing mail, courier packages, and deliveries.

Administrative & Office Support

  • Manage office supplies, restock materials, and coordinate procurement for office essentials.
  • Maintain filing systems (digital and physical), ensuring records are accurate and up-to-date.
  • Prepare documents, reports, spreadsheets, and presentations as needed.
  • Assist with onboarding tasks such as workspace setup, system access, and document preparation.
  • Liaise with vendors, service providers, and maintenance personnel.

Executive Support

  • Manage executive calendars, book meetings, coordinate travel, and organize appointments.
  • Draft and prepare emails, letters, and communications on behalf of executives.
  • Organize executive files, confidential documents, and business records.
  • Support executives with follow-ups, reminders, and task prioritization.
  • Assist with special projects, research, events, or personal administrative tasks when required.

Operational & Department Coordination

  • Coordinate with accounting, sales, operations, and HR to support communication and workflow.
  • Schedule meetings, prepare agendas, record minutes, and distribute action items.
  • Support internal communication and company-wide announcements.
  • Maintain office equipment and arrange service as needed.

Additional Responsibilities

  • Assist with procurement, restocking, and inventory of office and breakroom supplies.
  • Maintain cleanliness and organization of work areas, boardrooms, reception, and common spaces.
  • Support executives with personal or household administrative tasks as needed.
  • Provide backup support to other departments during peak periods.
  • Participate in team meetings, training sessions, and process improvement initiatives.
  • Perform other duties as required to support smooth office operations.

Qualifications

  • 2–5 years of experience in office administration, reception, or executive support roles.
  • Strong communication skills, both verbal and written.
  • Professional phone etiquette and polished in-person presentation.
  • Proficient in Microsoft 365 (Outlook, Excel, Word, Teams).
  • Exceptional organization, time management, and attention to detail.
  • Ability to handle confidential information with discretion.
  • Ability to multitask and thrive in a fast-paced environment.

Key Competencies

  • Professionalism & Discretion
  • Organization & Prioritization
  • Communication & Interpersonal Skills
  • Problem-Solving Ability
  • Initiative & Independence
  • Customer Service Orientation
  • Adaptability & Flexibility

Work Conditions

  • Full-time, in-office role.
  • Monday to Friday, with occasional extended hours based on executive needs.
  • Fast-paced office environment with frequent interactions and shifting priorities.

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