Office Administrator-Contract

The Office Administrator plays a vital role in ensuring smooth, efficient daily operations across the Toronto office. This position supports administrative processes, facilities coordination, internal workflows, and general office services—serving as the operational backbone of the workplace. Responsibilities align with recognized Canadian standards for administrative officers.

Key Responsibilities

• Oversee and continuously improve office administrative procedures to ensure efficient daily operations.

• Coordinate recruiting efforts for multiple teams including scheduling interviews, collecting feedback and summarizing results.

• Coordinate office services including facilities management, supplies, equipment procurement, mail handling, shipping and courier handling, maintenance, security, and vendor relationships.

• Manage inventory, support budgeting activities, track expenditures, and contribute to project planning efforts.

• Provide daily administrative support to managers, employees, and office visitors including badging.

• Coordinate efforts for on-boarding new employees.

• Prepare and edit reports, memos, emails, presentations, manuals, and other internal documentation.

• Organize and maintain meeting schedules, manage conference room bookings, and support event logistics.

• Provide real‑time scheduling support by coordinating appointments, managing calendars, preventing conflicts, and arranging travel.

• Support internal events such as off‑sites, team‑building activities, and company‑wide meetings.

• Monitor shared inboxes, screen incoming calls and electronic messages, and route communications appropriately.

• Maintain professional communication via phone, email, and mail.

• Manage filing systems, office space organization, and document storage.

• Handle expense reporting and assist with compliance‑related or security‑related administrative tasks as required.

• Maintain office supply levels by monitoring stock, anticipating needs, and placing or expediting orders.

• Establish work priorities, delegate tasks to support staff, and ensure deadlines and processes are consistently met.

• Collaborate with administrative and operational teams to exchange information supporting budgeting, expense control, and organizational initiatives.

• Represent the site in site‑wide or global initiatives, contributing to cross‑functional alignment and communication.

• 5+ years of experience in office administration or business support functions.

• Strong proficiency in Microsoft Word, with solid skills in Excel and PowerPoint.

• Excellent organizational skills, attention to detail, and ability to manage competing priorities.

• Strong written and verbal communication abilities.

• Experience supporting office services, document editing, scheduling, or facilities coordination.

• Eligibility to meet any required compliance or security standards for certain internal administrative functions (e.g., basic security‑related tasks).

Behavioral Traits

• Proactive, resourceful, and able to work independently.

• Team‑oriented with strong interpersonal skills.

• Adaptable in a fast‑paced, technology‑focused environment.

• Committed to professionalism, confidentiality, and operational excellence.