About The Role
The Office Administrator is responsible for the efficient coordination and management of daily administrative operations within the corporate office. This role ensures that administrative systems, documentation, communications, and office resources are organized and functioning effectively to support leadership and all departments.
The Office Administrator acts as a central point of coordination for office operations, supporting finance administration, vendor coordination, document management, and internal communication processes. The role requires strong organizational skills, attention to detail, professionalism, and the ability to handle confidential corporate information.
Key Responsibilities
Office Operations Management
- Coordinate and manage the daily administrative operations of the corporate office.
- Serve as the primary point of contact for internal administrative support.
- Maintain organized electronic and physical filing systems.
- Manage incoming and outgoing mail, courier services, and office communications.
- Maintain office supply inventory and coordinate procurement with approved vendors.
- Ensure office equipment and facilities are functioning properly and coordinate maintenance when required.
- Support leadership with scheduling, meeting coordination, and travel arrangements.
Corporate Administrative Support
- Prepare corporate documentation, reports, presentations, and internal communications.
- Maintain company records, administrative trackers, and document repositories.
- Assist leadership with coordination of corporate meetings, board meetings, or executive briefings.
- Support internal projects requiring administrative coordination.
- Maintain accurate contact lists, distribution lists, and internal directories.
Finance Administrative Support
- Assist with organizing invoices, receipts, and purchase documentation.
- Support administrative components of accounts payable and vendor documentation.
- Maintain financial filing systems and expense documentation.
- Assist with expense report tracking and reconciliation coordination.
- Provide documentation support during internal or external audits.
Vendor & Office Coordination
- Maintain relationships with office vendors and service providers.
- Coordinate office services including maintenance, supplies, and external service providers.
- Track vendor contracts and renewal dates where applicable.
- Assist in negotiating office supply or service agreements where appropriate.
Record Management & Compliance
- Maintain corporate documentation in accordance with company retention policies.
- Ensure confidential and sensitive information is handled appropriately.
- Support compliance initiatives related to corporate governance, information management, or audits.
Qualifications
Education
Diploma or degree in:
- Business Administration
- Office Administration
- Management
- Accounting or related field preferred.
Experience
- 3–5 years of office administration experience in a corporate or professional environment.
- Experience supporting senior leadership or corporate departments preferred.
Technical Skills
- Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Experience using document management systems, ERP systems, or corporate administrative platforms is an asset.
Core Competencies
- Exceptional organizational and time management skills
- Strong attention to detail and accuracy
- Ability to handle confidential information
- Strong written and verbal communication skills
- Problem-solving and process improvement mindset
- Ability to manage multiple priorities simultaneously
- Professional and collaborative approach
Illustrative Key Performance Indicators (KPIs)
The following KPIs are examples used to measure effectiveness in this role.
Administrative Efficiency
- Meeting Coordination Accuracy: 98–100% of scheduled meetings occur without scheduling conflicts.
- Administrative Request Response Time: Internal administrative requests acknowledged within 4 business hours and completed within agreed timelines.
- Document Preparation Turnaround: Standard administrative documents prepared within 24 hours of request.
Office Operations
- Office Supply Availability: Maintain required office supplies with zero operational disruption due to shortages.
- Vendor Service Coordination: Office maintenance or vendor issues addressed within 1 business day of reporting.
- Office Operational Readiness: Ensure meeting rooms, office equipment, and shared spaces are operational >99% of the time.
Record & Document Management
- Document Filing Accuracy: 100% compliance with corporate filing and document retention standards.
- Data Entry Accuracy: Maintain >99% accuracy in administrative data entry and record management.
- Audit Support Readiness: Corporate records organized and retrievable within 24 hours for audit or leadership requests.
Finance Administrative Support
- Invoice Documentation Processing: Vendor invoices and supporting documentation organized within 2 business days of receipt.
- Expense Documentation Accuracy: 100% compliance with company expense documentation standards.
- Financial Record Organization: Maintain audit-ready financial administrative files.
Service & Internal Support
- Internal Satisfaction: Maintain strong service support feedback from departments supported.
- Issue Resolution: Administrative issues resolved within 1–2 business days whenever possible.
Continuous Improvement
- Process Improvement Initiatives: Identify or implement 1–3 administrative process improvements annually to improve efficiency, organization, or cost control.
Working Conditions
- Office-based position within a corporate environment.
- Standard business hours.
- Frequent use of computer systems and office equipment.
Note
· This job description is intended to describe the general nature of the role and is subject to change based on business needs.
· AI tools will be used to screen resumes and support throughout the process.
Equal Opportunity Statement
The Company is an equal opportunity employer and complies with the Ontario Human Rights Code. We prohibit discrimination and harassment based on race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity or expression, age, record of offences, marital status, family status, or disability.
Accessibility and Accommodation Statement (AODA Compliant)
The Company is committed to providing accommodations in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates taking part in all aspects of the selection process.
Privacy Statement (Recruitment)
Personal information collected during the recruitment process will be used solely for employment assessment purposes and handled in accordance with applicable privacy legislation, including PIPEDA where applicable.
Job Types: Full-time, Permanent
Pay: $45,000.00-$65,000.00 per year
Benefits:
- Company events
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Vision care
Ability to commute/relocate:
- Mississauga, ON L4W 4M6: reliably commute or plan to relocate before starting work (preferred)
Experience:
- Manufacturing: 3 years (preferred)
Language:
Work Location: In person
