Office Administrator

Alvarez and Marsal; Oakville; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading consulting firm in Oakville is seeking an experienced Office Administrator to manage day-to-day office activities and support the Infrastructure and Capital Projects team. Responsibilities include administrative support, event coordination, and maintaining office operations. The ideal candidate has at least 2 years of experience, exceptional organizational skills, and is proficient in Microsoft Office. This is an in-office position, providing a dynamic work environment.

Qualifications

• Minimum 2 years of experience in a similar role.
• Proven experience in event planning and coordination.
• Exceptional customer service and interpersonal skills.
• Strong relationship management abilities.
• Excellent communication skills, both oral and written.
• Detail-oriented with strong problem-solving skills.

Responsibilities

• Oversee front desk operations and greet clients.
• Provide administrative support to the Managing Director.
• Manage document retention policies and storage.
• Coordinate special projects and client events.
• Ensure office security and administrative logistics.

Skills

Customer service skills

Event planning

Strong communication skills

Microsoft Office Suite

Organizational skills

Problem-solving skills

Education

Bachelor’s Degree or College Diploma

Tools

Microsoft Outlook

Concur

File-sharing platforms

Job description

Overview

A&M’s Oakville Office is seeking a dynamic Office Administrator to oversee day-to-day office management and support for our Infrastructure and Capital Projects team in Canada. The ideal candidate will be experienced in handling a wide range of administrative and executive support-related tasks and should be able to work independently with strong attention to detail. This is an in-office position, 5 days a week.

Responsibilities

• Oversee front desk operations, including greeting clients, sorting mail, sending couriers and managing incoming calls.
• Provide administrative support to Managing Director and team members, assisting with ad-hoc requests.
• Manage document retention policies and related on and offsite storage
• Partner with accounting and real estate teams in the US to redirect invoices and other documents.
• Creation of expense reports
• Schedule appointments, arrange meetings
• Plan, coordinate, and execute special projects and high-profile client events.
• Ensure security, integrity and confidentiality for the company
• With support from the US real estate team, oversee office security, including badge/fob administration, off-boarding access, and monthly audits.
• Collaborate with off-site IT team to resolve day-to-day IT/AV issues and coordinate laptop deliveries and returns for new hires and departing employees.
• Assist with the onboarding process for new hires, ensuring smooth transitions.
• Serve as a fire safety warden and an active member of the Joint Health and Safety Committee.
• Responsible for taking inventory and ordering of office supplies
• Coordinate additional logistics such as lunch reservations, catering orders, and other related tasks on a case-by-case basis.
• Responsible for opening/closing duties: Unloading dishwasher, ordering kitchen supplies and stocking fridge, etc.
• Maintain cleanliness and organization of reception area, boardrooms, and lunchroom.
• Address on-site property maintenance and repair requests in a timely manner.

Qualifications

• Minimum 2 years of experience in a similar role; Bachelor’s Degree or College Diploma preferred.
• Proven experience in event planning and coordination, managing logistics and ensuring smooth execution of both internal and client-facing events.
• Exceptional customer service and interpersonal skills, with the ability to support multiple executives and adapt to various working styles.
• Strong relationship management abilities, building trust and networks within the company.
• Excellent communication skills, both oral and written, with the ability to interact effectively with senior leaders and external partners while maintaining confidentiality and attention to detail.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), Concur, and file-sharing platforms (e.g., Box); strong organizational and calendaring skills.
• Detail-oriented, with the ability to manage administrative tasks and projects independently, consistently meeting deadlines and ensuring accuracy.
• Strong problem-solving skills, with a proactive, self-motivated, and team-oriented approach.
• Professional demeanor with a demonstrated ability to acquire new skills and adapt to new challenges.

A&M is committed to providing an accessible recruitment process that meets our obligations under the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, 2005 and any other applicable legislation. We strive to maintain a strong and dynamic workforce that fosters respect and inclusivity for applicants of all abilities. Should you have any accessibility need(s) and/or require accommodation during the recruitment process, please notify Human Resources at [e-mail] and we would be pleased to assist you.