Office Administration Manager

El Gaucho Hospitality; Oakville; On-site; CAD 50,000 - 55,000; Full time

Job summary

Intelligent Office Oakville in Oakville, ON is seeking an experienced Office Manager to oversee the day-to-day operations of the business centre. This full-time, in-person role requires leadership in coworking and hospitality settings with a focus on client satisfaction.

You will manage client onboarding, space management, vendor coordination, and team workflows while delivering exceptional service to members and guests. This role offers growth opportunities in a dynamic community.

Qualifications

• 3+ years in office management, coworking operations, or similar client-facing operational role.
• Post-secondary education in business or hospitality preferred.
• Strong multitasking in a fast-paced environment; independent decision-making.
• Excellent communication and customer service orientation.
• Experience with invoicing and client coordination.

Responsibilities

• Oversee daily operations of the business centre and ensure smooth day-to-day functionality
• Deliver a professional, welcoming, high-touch experience for members, virtual clients, and guests
• Manage client onboarding, office moves, renewals, and service requests
• Ensure meeting rooms, shared spaces, and offices are maintained to a high standard
• Coordinate vendors, maintenance requests, supplies, and building-related issues
• Handle client concerns professionally and proactively
• Provide leadership and support to an administrative and client service team
• Lead administrative workflows and client service processes
• Assist with scheduling, task delegation, and operational priorities
• Maintain operational procedures and improve efficiencies where possible
• Manage mail handling, phone answering services, and client communications
• Support invoicing, reporting, and basic bookkeeping coordination
• Ensure policies, procedures, and service standards are consistently followed
• Conduct tours for prospective clients and support sales conversations
• Build relationships with members and local businesses
• Identify opportunities to improve occupancy and retention
• Support networking events and community activities

Skills

Office management

Coworking operations

Hospitality

Client-facing

Administrative systems

Education

Post-secondary education in business/administration/hospitality

Tools

QuickBooks

CRM systems

Google Workspace

Microsoft Office

Job description

Office Manager | Intelligent Office Oakville

?? Oakville, ON | Full-Time | Monday-Friday | In-Person

At Intelligent Office Oakville, we help entrepreneurs, professionals, and growing businesses work smarter through premium office space, virtual office services, meeting rooms, business support, and a strong sense of community.

We are looking for an experienced, proactive, and highly organized Office Manager to oversee the day-to-day operations of our business centre. This role is ideal for someone who thrives in a fast-paced, client-facing environment and has experience in coworking, executive office suites, hospitality, property management, or flexible workspace operations.

This is a full-time, Monday to Friday, in-person position based at our Oakville office. There is no hybrid or work from home option.

This is not an entry-level administrative role. We are seeking someone who can confidently lead operations, support clients, manage team workflows, solve problems independently, and create an exceptional client experience.

What You'll Be Responsible For

Operations & Client Experience

• Oversee daily operations of the business centre and ensure smooth day-to-day functionality
• Deliver a professional, welcoming, and high-touch experience for members, virtual clients, and guests
• Manage client onboarding, office moves, renewals, and service requestsA
• Ensure meeting rooms, shared spaces, and offices are maintained to a high standard
• Coordinate vendors, maintenance requests, supplies, and building-related issues
• Handle client concerns professionally and proactively

Team Leadership & Administration

• Provide leadership, guidance, and support to an administrative and client service team
• Lead and support administrative workflows and client service processes
• Assist with scheduling, task delegation, and operational priorities
• Maintain operational procedures and improve efficiencies where possible
• Manage mail handling, phone answering services, and client communications
• Support invoicing, reporting, and basic bookkeeping coordination
• Ensure policies, procedures, and service standards are consistently followed

Sales & Business Support

• Conduct tours for prospective clients and support sales conversations
• Build strong relationships with members and local businesses
• Identify opportunities to improve occupancy, retention, and member satisfaction
• Support networking initiatives, events, and community engagement activities

Compensation

• Base salary: $50,000-$55,000 annually
• Additional performance bonuses and sales commissions
• Opportunities for long-term growth and leadership

What We're Looking For

Required Experience

• 3+ years of experience in office management, coworking operations, executive office suites, hospitality, or a similar client-facing operational role
• Post-secondary education in business, administration, hospitality, or a related field is preferred
• Strong experience managing multiple priorities in a fast-paced environment
• Experience working independently and making operational decisions confidently
• Professional communication skills with strong customer service instincts
• Experience with administrative systems, scheduling, invoicing, and client coordination

Preferred Qualifications

• Experience in coworking, flexible workspace, serviced office
• Familiarity with QuickBooks, CRM systems, Google Workspace, and Microsoft Office
• Sales, member retention, business development, or account management experience is considered a strong asset

Who You Are

• Exceptionally organized and detail-oriented
• Calm under pressure and solutions-focused
• Professional, polished, and approachable
• Self-motivated with a strong sense of ownership

Why Join Intelligent Office Oakville?

• Be part of a growing entrepreneurial community
• Work in a professional, modern office environment
• Opportunity to take ownership and make a meaningful impact
• Stable, long-term growth opportunity