Administrative Assistant, Office Services

CAIS; Oakville; Hybrid; CAD 50,000 - 55,000; Full time

Benefits offered by this job

Competitive salary based on experience

Comprehensive health/dental/vision

Health spending account

Vacation package

RRSP matching

Professional development

Campus facilities access

Job summary

Appleby College in Oakville is seeking an Administrative Assistant, Office Services to coordinate campus office operations, supplies, reception, mail, and billing. This full-time, on-site role supports students, staff, and visitors in a busy environment. The ideal candidate will have post-secondary education, reception experience, strong Microsoft Office skills, and meticulous attention to detail.

You will manage reconciliations, invoicing, and daily tasks while maintaining confidentiality.

Qualifications

• Post-secondary education in a related discipline.
• Reception experience in a switchboard or multi-line environment.
• Experience in office services, administration, purchasing, and billing reconciliation.
• Strong proficiency with Microsoft Office Suite and digital platforms.
• Experience with e-billing systems; Concur and BBK12 are assets.

Responsibilities

• Oversee Office Services; coordinate campus-wide office supplies, equipment orders, deliveries, and distribution.
• Maintain inventory levels, reconcile accounts, and support monthly reporting and expense allocations.
• Coordinate shipping and receiving of campus mail and courier packages, incl. tracking.
• Perform monthly credit card reconciliations with vendors and internal stakeholders.
• Maintain office equipment and arrange service calls, ensuring supplies.
• Monitor and respond to the Appleby Information inbox with appropriate forwarding.
• Provide reception coverage, switchboard support, attendance management, and visitor reception.
• Provide administrative support for attendance, transportation bookings, and other needs.
• Photocopy and prepare exams with confidentiality and integrity.
• Maintain and reconcile petty cash; support e-billing processes.
• Proactively update and maintain the Office Services Manual.
• Provide training and guidance to administrative colleagues as required.
• Support Kandalore operations and other administrative needs.

Skills

Reception experience

Office administration

Billing reconciliation

Microsoft Office

Customer service

Organizational skills

Confidentiality

Multitasking

Time management

Education

Post-secondary education in a related discipline

Tools

Concur

BBK12

Microsoft Office Suite

Job description

Administrative Assistant, Office Services

Location: Oakville, Ontario (on-site)

Type: Full-time

Hours of work: 9:30am to 5:30pm during the academic year & 8:00am to 4:00pm during the summer

Salary Range: $50,000.00 - $55,000.00

COME JOIN OUR TEAM

We are looking for a highly organized, service-oriented Administrative Assistant, Office Services to join our team! This role is ideal for an administrative professional who thrives in a busy work environment and enjoys coordinating the daily operations that keep an organization running smoothly. If you are ready to apply your organizational skills, support a dynamic campus community, and contribute to a collaborative team, this is an excellent opportunity for you.

HOW YOU WILL THRIVE:

In this role, you will be immersed in coordinating key office services functions, from supplies and billing to reception support and mail coordination. Your attention to detail and commitment to service excellence will help create an efficient, welcoming, and well-organized environment for students, staff, parents, and visitors

HOW YOU WILL SUCCEED:

• Oversee the Office Services area, coordinating campus-wide office supplies, equipment orders, deliveries, and distribution
• Maintain appropriate inventory levels, reconcile accounts, and support monthly reporting and expense allocations
• Coordinate shipping and receiving of all campus mail and courier packages, including tracking and recipient notification
• Perform monthly credit card reconciliations in collaboration with vendors and internal stakeholders, resolving discrepancies in a timely manner
• Maintain office equipment and machines, arranging service calls and ensuring adequate supplies, including postage
• Monitor and respond to the Appleby “Information” inbox, ensuring inquiries are forwarded and addressed appropriately
• Provide reception coverage as needed, including switchboard support, attendance management, visitor reception, contractor access, and general inquiries
• Provide administrative support for attendance, transportation bookings (buses, vans, taxis), and other operational needs
• Photocopy and prepare exams in accordance with confidentiality and integrity protocols
• Maintain and reconcile petty cash funds and support e-billing processes
• Proactively update and maintain the Office Services Manual
• Provide training and guidance to administrative colleagues as required
• Support Kandalore operations and other administrative needs as needed

WHAT YOU BRING:

• Post-secondary education in a related discipline
• Previous reception experience in a switchboard or multi-line environment
• Experience in office services, administration, purchasing, and billing reconciliation
• Strong technical proficiency in Microsoft Office Suite and other digital platforms
• Experience with e-billing systems; Concur and BBK12 experience considered an asset
• Exceptional customer service skills and a highly professional, courteous approach when interacting with students, staff, parents, and visitors
• Strong organizational, time management, and prioritization skills
• Ability to communicate with tact and discretion, maintaining confidentiality as appropriate
• Strong multitasking abilities and sound judgment in responding to daily operational demands
• Ability to work under pressure while maintaining accuracy and high-quality work
• Detail-oriented, demonstrating exceptional accuracy and a high level of discretion in managing sensitive information

HOW YOU WILL BENEFIT:

• Competitive salary based on experience
• Comprehensive group benefits including health, dental, vision coverage and health spending account
• Outstanding vacation package
• Eligibility to participate in RRSP with matching program
• Professional development opportunities to grow your leadership and clinical expertise
• Access to campus facilities, including fitness centre, and beautiful grounds

WHO ARE WE:

Appleby College was founded in 1911 and is internationally recognized as one of the world’s leading independent schools. With 800 students from over 50 countries enrolled in Grades 7–12, Appleby offers an education that excites and challenges every student. Our curriculum combines rigorous academics with dynamic arts, athletics, community service, and boarding life programming, allowing students to discover and embrace their passions both inside and outside the classroom.

Hallmarks of the Appleby experience include our emphasis on global learning and cultural understanding with participation in a global learning experience.

Appleby’s Mission is to educate and enable its students to become leaders of character, major contributors to, and valued representatives of their local, national and international communities.

As a condition of employment, a Criminal Record Check with Vulnerable Sector Screening is required.

We work to embed diversity, equity, inclusion, and belonging principles and practices as an integral and foundational part of Appleby’s culture and are committed to building a team that represents a variety of backgrounds, perspectives, and skills making us better together.

DO YOU NEED ACCOMMODATION:

Appleby College is committed to fostering an inclusive, equitable and accessible environment where everyone feels valued, respected, and supported. Accommodations are available for applicants with disabilities throughout the recruitment process.If contacted for an employment opportunity, please advise Human Resources if you require an accommodation.