Office Administrator

Summit Search Group; Mississauga; On-site; CAD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking an Office Administrator to enhance operational efficiency. This pivotal role involves managing office supplies, coordinating meetings, and supporting strategic projects. The ideal candidate will possess strong communication and organizational skills, ensuring smooth daily operations while fostering collaboration across teams. With a focus on detail and a customer-service mindset, you will play a key role in maintaining a productive work environment. If you thrive in a dynamic setting and are passionate about administrative excellence, this opportunity is perfect for you.

Qualifications

• 5+ years of experience in executive support or office administration.
• Bachelor's degree in a relevant field preferred.

Responsibilities

• Manage office supplies, communications, and scheduling.
• Support leadership with administrative tasks and event planning.
• Maintain company website and vendor relationships.

Skills

Verbal and written communication skills

Customer-service mindset

Organizational skills

Time management

Attention to detail

Problem-solving skills

Proficiency in Microsoft Office Suite

Education

Bachelor's degree in Business Administration

Bachelor's degree in Communications

Job description

The Office Administrator will serve as a key contributor to the efficient functioning of the organization by managing office operations. This role is vital to ensuring the smooth execution of daily activities, supporting strategic projects, marketing operations and facilitating clear communication across teams and with external partners.

Responsibilities:

• Overall maintenance and organization of the office environment by managing all office supplies, snacks, printing needs and business cards.
• Support in coordinating and scheduling meetings and taking minutes as needed.
• Oversee daily internal and external communications via phone and mail.
• Assist the leadership team in administration tasks by scheduling meetings, preparing agendas, taking minutes, and other various administrative tasks as needed.
• Maintain and update the company website, manage telecom systems and subscriptions, and coordinate with vendors for equipment repairs and new device procurement.
• Administer company-issued phones and technology, oversee vendor relationships, track inventory, coordinate repairs, and manage costs related to mobile devices.
• Maintain detailed records, coordinate orders, servicing, and insurance claims, and review fleet-related invoices for accuracy and cost-effectiveness.
• Support external marketing partners with event planning and scheduling, and assist in organizing internal events.
• Coordinate office merchandise, branded items, and promotional materials to support marketing and employee engagement efforts.
• Perform other administrative responsibilities as assigned to support overall business operations.

Required Skills and Knowledge:

• Strong verbal and written communication skills
• Customer-service mindset
• Excellent organizational, time management, and prioritization abilities.
• High level of accuracy and attention to detail.
• Proven ability to adapt to shifting priorities and manage last-minute changes.
• Self-motivated and capable of working independently.
• Collaborative team player with strong interpersonal skills.
• Solid problem-solving skills with the ability to identify issues and implement effective solutions.
• Understanding of cost-efficiency principles in both strategic planning and daily operations.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, etc.)

Education and Experience:

• A bachelor’s degree in Business Administration, Communications, or a relevant field is preferred.
• Minimum of 5 years’ experience in executive support, office administration, or related field.

Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.