Office Administrator

Hays; Toronto; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading recruitment company is seeking an Office Administrator to manage front desk inquiries and assist with administrative tasks. The successful candidate will coordinate schedules, oversee office supplies, and support facilities operations, creating a well-organized workplace. Ideal for someone with 1-2 years of experience and strong interpersonal skills.

Benefits

Flexible benefit plans

RRSP matching

4 weeks’ vacation

Qualifications

• 1–2 years of experience in a reception or office administration role.
• Excellent written and verbal communication skills.
• Strong problem-solving and critical thinking skills.

Responsibilities

• Serve as the primary point of contact at reception.
• Assist with various administrative tasks like scheduling appointments.
• Serve as a point of contact for day-to-day facilities issues.

Skills

Communication

Interpersonal Skills

Multi-tasking

Organization

Problem-solving

Tools

Microsoft Office Suite

Job description

HAYS RECRUITMENT CANADA

At Hays, we believe in being long-term partners with our people as well as our customers. Together, we will work for your tomorrow, and the possibilities are endless. With over 50 years of business success, we have built a reputation as the world leader in specialist recruitment and workforce solutions. But joining Hays isn’t just about being part of a global business leader; together with over 12,000 people across 33 countries, you’ll be making a difference in the world of work.

THE POSITION

• Serve as the primary point of contact at reception for internal and external inquiries, directing them to the appropriate person or department
• Assist with various administrative tasks, including managing correspondence, scheduling appointments, and organizing meetings
• Manage complex schedules and oversee domestic and international travel arrangements for employees
• Reconcile corporate credit cards and manage expense submissions for the Senior Leader to ensure accuracy and compliance
• Oversee office supplies inventory, ordering, and restocking to ensure adequate stock levels
• Assist and support with office events, town halls, and social activities to promote team bonding and morale
• Arrange catering for meetings, events, and office celebrations, ensuring dietary preferences and restrictions are accommodated
• Provide support for new hires and leavers, including IT equipment setup and onboarding processes
• Handle incoming and outgoing mail, packages, and courier deliveries
• Handle catering arrangements for the President, including placing orders for delivery or pickup
• Occasionally run local errands in the downtown area
• Assist with special projects and initiatives as assigned by the team
• Support the administrative needs of all offices across Canada, ensuring consistent service and coordination nationwide
• Provide support to the Executive Assistant during the planning and execution of office events

Facilities Support

• Serve as a point of contact for day-to-day facilities issues, including office maintenance, repairs, and service requests
• Coordinate with building management and external service providers to ensure timely resolution of facility-related matters
• Support space planning, office moves, and renovations
• Oversee ordering and maintenance of office equipment, furniture, and supplies
• Support planning and execution of facility-related projects or renovations

Qualifications:

• 1–2 years of experience in a reception or office administration role
• Excellent written and verbal communication skills
• Strong interpersonal skills with a professional and approachable demeanor
• Proven ability to multi-task and manage competing priorities in a fast-paced environment
• High level of organization, attention to detail, and time management
• Demonstrates initiative, ownership, and accountability in daily tasks
• Comfortable working independently and collaboratively within a team
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint)
• Ability to adapt to changing situations with flexibility and a positive attitude
• Strong problem-solving and critical thinking skills

BENEFITS and PERKS

• Flexible benefit plans
• RRSP matching
• 4 weeks’ vacation

SUPPORTED TO SUCCEED

Backed by expert colleagues who want you to grow, you’ll have access to mark-leading tools, training and resources so that you’re set up to thrive. Believing that personal growth leads to professional progression, you will feel heard, valued and assured that we care about your wellbeing. This will enable you to reach your full potential, broadening your ability to make a positive impact on the world of work and leading to your own personal success.

OUR CULTURE

With the energy of the Hays culture behind you, you’ll be part of a progressive business that’s going places. Working flexibly and trusting each other to deliver, you’ll thrive in an environment that is inclusive, collaborative and motivating.

Everyone is welcome here. We have deep diversity. equity, and inclusion beliefs and goals (Search “Hays Our Promise” to read more). We encourage applicants from underrepresented and designated groups to apply, including women, indigenous people, visible or racial minorities, and persons with disabilities. We have active groups which you can tap into from day one including the Pride Network, Black Connect, Veterans, Neurodiversity, South Asian, Hispanic, Innovation lab, WE Lead (for female leaders) and

Sustainability. We have a very active relationship with Big Brothers Big Sisters who we support with their work of supporting youth. You will be given in-depth training around different DE&I topics, which we believe are not only important for us, but for our clients and our candidates. Hays has a goal that by 2030 50% of our leaders globally will be female. We want to hear from you. You are welcome here.