Office Administrator

Mace; Toronto; Hybrid; CAD 70,000 - 80,000; Full time

Benefits offered by this job

Hybrid working

Job summary

Mace is seeking an experienced Administrative Coordinator in Toronto, Ontario. The role supports project teams with budget and procurement tasks, meeting logistics, and reporting.

You will manage onboarding for new staff, coordinate travels, and maintain databases while ensuring compliance and sustainability within the workplace. The position offers a hybrid work arrangement with competitive CAD salary and opportunities to contribute to strategic outcomes and client-facing materials.

Qualifications

• Strong proficiency in Microsoft Office Suite and document management platforms.
• Experience with meeting coordination, agenda preparation, and minute-taking.
• Experience tracking action items and maintaining accurate records.
• Ability to prepare reports, presentations, and management updates.
• Experience supporting project performance tracking and reporting.

Responsibilities

• Arranges accounts and purchasing with suppliers for courier services, PPE, and signage.
• Books meeting rooms and coordinates catering for meetings.
• Prepares meeting agendas, records minutes, tracks actions, distributes notes.
• Orders and maintains office and printer supplies and consumables.
• Coordinates and updates monthly project performance and progress tracking.
• Manages petty cash, expense reconciliation, and related records.
• Supports preparation of monthly reports, project updates, and management reporting.
• Assists with internal and external presentations and client materials.
• Maintains distribution lists and contact databases.
• Coordinates onboarding activities for new employees, including workspace setup and access.
• Assists in planning internal and external events.
• Maintains training records and certifications.
• Maintains travel arrangements and related logistics.
• Keeps records of vacations, leaves, and absences.
• Develops relationships with stakeholders.
• Provides general admin support to leadership and project teams.
• Supports sustainability initiatives and opportunities to reduce environmental impacts.

Skills

Microsoft Office

Meeting coordination

Procurement coordination

Records management

Reporting

Vendor management

Tools

Microsoft 365

Job description

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities, and societies across the globe. To learn more about our purpose, culture, and priorities, visit our strategy site.

Within our consult business we harness our unique combination of leading-edge practical expertise and project deliveryconsultancy to unlock the potential in every project.

Our Values

Safety first - Going home safe and well

Client focus - Deliver on our promise

Integrity - Always do the right thing

Create opportunity for our people to excel

Youll Responsible For

• Arranges accounts and purchasing arrangements with suppliers for courier services, printing, office supplies, personal protective equipment (PPE), and signage.
• Books meeting rooms and coordinates catering and refreshments for internal and external meetings.
• Prepares meeting agendas, records minutes, tracks action items, and distributes meeting notes.
• Orders and maintains office and printer supplies, including toner and other consumables.
• Coordinates and updates monthly project performance and progress tracking information.
• Manages petty cash, expense reconciliation, and related administrative records.
• Supports the preparation of monthly reports, project updates, and management reporting.
• Assists with the preparation of internal and external presentations, including team meetings and client-facing materials.
• Maintains and updates project and departmental distribution lists and contact databases.
• Coordinates onboarding activities for new employees, including workspace setup, equipment requests, system access, and required documentation.
• Assists in planning and coordinating internal and external events.
• Maintains records of employee onboarding, departures, training completion, and certifications.
• Assists in maintaining employee training records and ensuring mandatory training requirements remain up to date. Maintains team profiles, resumes, and project information databases.
• Assists with travel arrangements, including flights, rail travel, accommodations, and related logistics.
• Maintains employee vacation, leave, and absence records.
• Develops and maintains effective working relationships with a range of internal and external stakeholders.
• Provides general administrative support to senior leadership and project teams, including document preparation, filing, scanning, printing, photocopying, and meeting coordination.
• Supports organizational sustainability initiatives and contributes to the identification and implementation of opportunities to reduce environmental impacts in the delivery of work.

You’ll Need To Have

• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Access).
• Experience with web-based systems and document management platforms.
• Knowledge of office administration, procurement, and supplier coordination.
• Skilled in meeting coordination, agenda preparation, and minute-taking.
• Experience tracking action items and maintaining accurate records.
• Ability to prepare reports, presentations, and management updates.
• Experience supporting project performance tracking and reporting.
• Excellent verbal and written communication skills.
• Experience maintaining databases, distribution lists, and training records.
• Commitment to continuous improvement, compliance, and sustainability initiatives.

Note:

The estimated salary for this position is 70,000 - 80,000 CAD. Starting salary may vary based on permissible, non-discriminatory factors such as experience, skills and qualifications.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all the criteria, please apply as you may still be the best candidate for this role or another role within our organization.

We are also open to discussing part time, flexible, and hybrid working options if suitable with-in the role.