Office Administrator

Position: Office Administrator

Reports to: Director of Compliance

General Purpose: We are seeking a dynamic and adaptable professional to join our team in a fast-paced, ever-changing environment. The successful candidate will demonstrate confidence in verbal/written communication, effectively manage a high-volume workload and collaborate seamlessly with team members. This role is critical in delivering outstanding customer service and providing comprehensive administrative support within our office. The ideal candidate will bring experience from an industrial office setting, coupled with exceptional organizational, communication, and multitasking skills.

Direct Reports: No

Essential Duties and Responsibilities:

GENERAL (40%)

• Greet and monitor the comings and goings of all employees and visitors

• Manage the reception desk and all associated tasks, including answering the phone, ordering supplies and stocking kitchen inventory

• Maintain a clean, organized desk and well-stocked kitchen area and office supply room, including printer supplies

• Handle all incoming and outgoing mail and courier packages, including interoffice couriers

• Manage meeting bookings and ensure setup and cleanliness of the meeting room

• Assist with the coordination of meeting requirements (lunches, various preparations, etc.) including the compilation and distribution of minutes (as required)

• Maintain an organization-wide calendar of events on the SharePoint intranet

• Maintain aspects of the company intranet (as assigned) and ensure accurate labelling of metadata in SharePoint files

• Maintain aspects of the document control system (DCS), as assigned

• Present a positive image of the company, internally and externally

• Maintain a list of vendors approved for internal use and account information

• Order business cards, and order and manage inventory of promotional merchandise as requested

• Support business development initiatives where assigned, e.g. event coordination and preparation, where assigned

• Create posts and maintain various sections of the external company website, as requested

• Create posts for the company LinkedIn page, as requested

• Support various company-wide initiatives

• Other general office administration as assigned

BUILDING MAINTENANCE (30%)

• Maintain a list of contacts related to building upkeep and repair (e.g. landlord, 1st floor tenants, cleaners, locksmith, etc.) and coordinate services as required

• Manage the assignment and recovery of building keys, and keep the building access protocol up to date

• Manage the accounts for utility services such as internet, phone system, security system, etc. and coordinate service visits

• Invoicing and billing for the office (supplies and related utilities)

IT ADMINISTRATION (30%)

• Monitor and retain access information for the on-premises security cameras

• Manage the hardware inventory of devices such as computers, monitors, keyboards, computer accessories, cell phones, etc.

• Manage the IBC (integrated business communication) phone system, ensuring greetings are up to date and phone lines are assigned and installed as necessary and end users are trained on the technology

• Either request or set up new user accounts for new hires and existing employees moving into positions requiring IT access (in coordination with HR)

• Ensure contact information and user details are correct in Microsoft 365 admin console (e.g. location, title, phone number, etc.)

• Creation of email signatures for employees (in coordination with HR)

• Manage internal requests for hardware and devices and coordinate with WBM (managed IT services provider)

• Ensure off-boarding from IT access is carried out correctly for leaving employees

Qualifications:

• One to three years of general administrative experience

• Strong communication skills, both written and verbal

• Proficient with computers, including Microsoft Office (Word, Excel, Outlook, Teams)

• Proficiency within the Microsoft 365 environment, particularly experience using the admin console features in and/or SharePoint is an asset

• Experience with entry-level event coordination, social media and/or website management, and marketing/branding experience is an asset

• Professionalism and the ability to juggle competing priorities is essential to the role

• Previous experience working an industrial or other highly regulated office environment is considered a strong asset

• Education (certificate, diploma, degree) in office administration is considered an asset

Safety-Sensitive Position: No

Job Types: Full-time, Permanent

Expected hours: 40 per week

Benefits:

• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Schedule:

• 12 hour shift
• Day shift
• Holidays
• Monday to Friday

Application question(s):

• What is your annual salary expectation?

Work Location: In person