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Office Administrator


Office Administrator

Brief Overview of the role:

The Office Administrator serves as a main point of contact for visitors, answers and directs incoming phone calls, and oversees multiple aspects of office operations.  This role reports to the Finance Manager.

Key responsibilities:


  • Answer switchboard utilising Salesforce to search for account manager and route calls accordingly
  • Maintain the reception area ensuring it is tidy and professional
  • Welcome visitors courteously
  • Monitor and approve conference room requests in Outlook including shifting meetings as needed
  • Sort, distribute and process daily mail
  • Prepare UPS and messenger shipments, track deliveries
  • Arrange catering for staff/client meetings and set up meeting rooms
  • Maintain refreshment inventory needed for internal luncheons, client visits and training sessions
  • Distribute incoming faxes and deliveries
  • Coordinate monthly chair massages with vendor, sending all-staff reminders and managing incoming bookings and cancellations


  • Monitor and manage attendance on a weekly basis
  • Produce attendance reports as and when requested by managers
  • Process and monitor vacation, holiday and sick requests within HR.net
  • Manage the S2 key card system including adding new users, deleting users and running reports as needed
  • Oversee and update office/travel calendar in Outlook as needed

Office Support

  • Manage OfficeLuv account and attendant
  • Maintain first aid kits in office, ensuring OSHA compliance
  • Order office and kitchen supplies as needed
  • Maintain office equipment (copy machines, coffee machines, faxes) and manage service relationships with those vendors
  • Conduct Office Operations orientation
  • Prepare and post monthly staff birthday list
  • Morning setup of conference rooms and common areas
  • Maintain and update hot-desking locker assignment spreadsheet
  • Data entry for Administration, Marketing, Analyst databases and HR
  • Maintain the Library, including subscription ordering and updating the subscription list
  • Oversee ordering and delivery of fruit each week
  • Prepare and distribute office holiday schedule
  • Prepare and update various administrative items related to employee arrivals and departures (phone lists, name cards, office map, birthday list, key cards, etc.)
  • Schedule trainings for each group of new hires
  • Submit monthly business card orders for new hires/promotions
  • Distribute approved All Staff email messages on areas of interest to the office
  • Provide administrative support to the HR & Administration functions
  • Provide administrative research when required
  • Maintain Office Management Intranet page
  • Additional duties as assigned

Finance Support

  • Accounts payable: process vendor payments, enter data into shared finance spreadsheets
  • Reconcile and thoroughly inspect employee expense reports
  • Ensure business travel requests are reasonable, escalate issues regarding spending and approve requests
  • Generate spending reports by team as needed
  • Assist with coding receipts for office expenses
  • Receive and process independent contractor invoices, submit payments via banking platform when needed
  • Conduct travel and expense report training when needed
  • Liaise with Finance Manager on all company outings/events
  • Assist Finance Manager with tasks as assigned

Office Management

  • Liaise with building management on both contract management as well as service calls, cleaning, billing, key cards, fire drills, etc.
  • Request Penthouse for meetings/events as necessary

Desired Skills/Proficiencies:

  • Basic knowledge of MS Office
  • Strong communication skills, both written and verbal
  • Ability to prioritize and take initiative
  • Organized, methodical and flexible
  • Ability to work individually or in a team
  • High level of attention to detail
  • Maintain confidentiality and discretion at all times
  • People Skills – the ability to deal with people at all levels
  • Ability to multi-task and shift priorities as needed
  • Professional demeanour
  • Previous office experience in an office environment desirable

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