Office Administrator

2 days 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.

  • Office Administrator

    5 days ago

    Toronto, Ontario, Canada Procom Full time

    Office Administrator:On behalf of our Public client, Procom is searching for an Office Administrator for a 12 month contract role. This position is a hybrid position with 2 days onsite at our client's Toronto office.Office Administrator - Job Description:The Office Administrator will support the day-to-day operations of the Operation Support Office...

  • Office Administrator

    2 days ago

    Toronto, Ontario, Canada Volanté Systems Full time

    Company DescriptionVolanté Systems is a leading SaaS provider of scalable point-of-sale (POS) software solutions designed for enterprise-level food service operations. With offices in Toronto and Charlotte, Volanté Systems is dedicated to delivering innovative, reliable technology to streamline operations and enhance customer experiences. The company...

  • Office Administrator

    3 days ago

    Toronto, Ontario, Canada Alquemy Search & Consulting Full time

    Reporting to the Manager, Office Administration, the successful incumbent will be responsible for supporting processes and systems related to the day-to-day operations of the Operation Support Office department.Key Responsibilities:Provides day-to-day administrative support to the department and/or division, including: calendarmanagement, meeting preparation...

  • Office Administrator

    1 week ago

    Toronto, Ontario, Canada Talent Advantage Full time

    Office Administrator & HR CoordinatorA role supporting our people, our operations, and our day-to-day efficiency.The Company is a provider of consumer goods to major retailers across North America. Our head office is the center of coordination for our teams, partners, and operations — and we're looking for someone who excels at creating order, supporting...

  • Office Administrator

    3 days ago

    Toronto, Ontario, Canada Jobsearch Canada Inc. Full time

    Now Hiring: Office Administrator – Downtown Toronto (In-Office)Looking for your next opportunity in office administration? We're hiring on behalf of a Toronto-based real estate investment and development team. They're seeking a proactive, organized, and friendly Office Administratorto be the welcoming face of the company and keep daily operations running...

  • Office Administrator

    3 days ago

    Toronto, Ontario, Canada 1Milk2Sugars Inc. Full time

    Job DescriptionJob Title:Office Administrator (Hybrid – Toronto)Location:135 Liberty Street, Toronto – 3 days per week in the officeAbout UsWe're a PR and Digital Marketing agency with a collaborative, open-concept Toronto office that supports both in-person connection and flexible work. As our team grows, we're strengthening internal operations to...

  • Office Administrator

    2 weeks ago

    Toronto, Ontario, Canada Visatoronto Full time

    Office Administrator – VisaToronto (Toronto Office) North York, Toronto (On-site) Full-Time | Permanent Start: Immediately Bilingual:Farsi (Must), English (Working proficiency)About UsVisaToronto is a global immigration and business consulting firm with offices in Toronto and Tehran. We assist clients from around the world with Canadian and European...

  • Office Administrator

    2 weeks ago

    Toronto, Ontario, Canada rootly Full time

    Office Administrative Assistant (Part-Time)Location: Downtown Toronto (in-office only)Company: RootlyRootly is looking for a part-time Office Administrative Assistant to keep our downtown Toronto office running smoothly and support our team as we grow. This role starts very small (1–2 hours per day, weekdays) with the potential to increase hours over...

  • Office Administrator

    7 days ago

    Toronto, Ontario, Canada Securian Canada Full time $45,000 - $60,000

    Office Administrator Department: Facilities & Administration Employment Type: Permanent - Full TimeLocation: Toronto, ONDescription What we do every day to be our very bestEvery day at Securian Canada means a day spent helping Canadians and their families build secure tomorrows. We're agile and innovative, and we aren't afraid to challenge and create, or...

  • Office Administrator

    7 days ago

    Toronto, Ontario, Canada Securian Canada Full time

    Department:Facilities & AdministrationLocation:Toronto, ONDescriptionWhat we do every day to be our very bestEvery day at Securian Canada means a day spent helping Canadians and their families build secure tomorrows. We're agile and innovative, and we aren't afraid to challenge and create, or bring diverse perspectives to our work.Who We NeedThe Office...