Administrative Assistant

Porter Engineered Systems - A Division of Pangeo Group; Windsor; On-site; CAD 45,000 - 60,000; Full time

Job summary

Porter Engineered Systems - A Division of Pangeo Group in Windsor, Ontario is seeking an Office Administrator to coordinate daily administrative operations, support leadership, and ensure efficient office systems. The role emphasizes organization, discretion, and cross‑department collaboration.

You will manage filing, correspondence, invoicing support, procurement with vendors, and calendar coordination, while maintaining records and compliance.

Qualifications

• 3–5 years of office administration experience in a corporate or professional environment.
• Experience supporting senior leadership or corporate departments preferred.
• Strong proficiency in Microsoft Office Suite and document management systems.

Responsibilities

• 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.
• Support leadership with scheduling, meetings, and travel arrangements.

Skills

Organizational skills

Attention to detail

Confidential handling

Communication

Time management

Cross-department coordination

Education

Business Administration

Office Administration

Management

Accounting or related field preferred

Tools

Microsoft Office Suite

ERP systems

Document management

Job description

Summary

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)

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.

Salary Range: $45k-60k

Equal Opportunity and Disability Accommodation Statements

“Redoe, PES, Pangeo Corp welcomes and encourages applicants with disabilities, we have an accommodation process in place and provides accommodations for any candidate with disabilities as per the AODA.”

“ Redoe, PES, Pangeo Corp provides accommodation for candidates with disabilities. If you require a specific accommodation because of a disability or a medical need, please let us know and we will make appropriate accommodations for your interview”

“Redoe, PES, Pangeo Corp has an accommodation process in place and provides accommodations for employees with disabilities. If you require a specific accommodation because of a disability or medical need that you have not yet informed us about, please let us know so that arrangements can be made for the appropriate accommodations to be in place before you begin your employment”