Job description
As the Office Administrator, you will be the first point of contact with visitors and guests to our office. You will need to be professional, efficient, high-energy, and highly self-motivated. You will be required to assist all departments as needs arise.
The Office Manager will be in office, Monday to Friday for 5-6 hours per day (Up to 30 hours per week). The core hours required will be 9:30-3:30. This is a permanent part-time position and will be eligible to participate in Rockport’s group benefit plan.
PRIMARY RESPONSIBILITIES:
- greet all visitors, interpret the nature of their business and direct or assist them accordingly;
- provide administrative support as needed; facilitate meeting scheduling and coordination with internal and external teams
- answer and route telephone calls and inquiries in a tactful and pleasant manner, check telephone messages each morning and direct to the appropriate person or department;
- monitor all incoming electronic invoices from [email protected], and ensure they are distributed to the appropriate parties. This function may involve follow-up calls to vendors.
- review incoming mail, separate CEO & President’s mail and pass to Assistant, open, date stamp, project stamp all invoices, sort and distribute to employees daily;
- Incoming mail to be scanned and sent to appropriate staff;
- sort and distribute incoming deliveries;
- arrange for incoming/outgoing couriers and distribute incoming documents daily;
- order all office supplies as needed;
- keep kitchen, boardrooms and both photocopier areas clean, tidy and stocked throughout the day;
- order food/drinks for meeting luncheons as needed;
- order coffee supplies bi-weekly; service calls for coffee machines as required;
- maintain the Canon copier, make service/maintenance calls, & order copy paper, approve and code invoices as needed;
- provide keys for delivery/service workers to various areas of the building;
Accounting department A/P: release cheques scheduled for pick-up and have person/courier sign the cheque binder upon pick-up; follow-up with company if cheques are not collected within 3 business days;
- prepare monthly allocation schedule in Excel for Corporate suppliers where breakdown between properties/projects is required, ensuring that total allocations balance to the invoice received;
- first responder to requests from suppliers for cheque payment inquiries. Inquire when and how they submitted the payment, take inquirer details and direct information to appropriate staff.
Property Management Support: receive payments from tenants via cheque or cash and provide written receipts as needed; all cash to be counted and witnessed in front of a property management or accounting personnel;
Requirements:
- Proven experience as an office administrator or in a similar role
- Strong organizational and multitasking skills
- Excellent communication and interpersonal abilities
- Proficient in using office software (e.g., MS Office)
- Knowledge of basic budgeting principles
- Ability to prioritize tasks and meet deadlines
- Attention to detail and problem-solving skills
- Additional qualifications in office administration are preferred
Interview Process:
- 1st Round: Virtual screening with HR
- 2nd Round: Virtual Interview with Hiring Manager
- Final Round: In-person Interview with Leadership Team
Job Types: Part-time, Permanent
Salary: $28.00-$34.00 per hour
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
Schedule:
- Day shift
- Monday to Friday
- No weekends
Ability to Commute:
- North York, ON (required)
Work Location: In person
Pay: $28.00-$34.00 per hour
Benefits:
- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care
Work Location: In person
