Office Administrator

Telescope Recruitment; Vaughan; On-site; CAD 50,000 - 55,000; Full time

Job summary

Telescope Recruitment seeks an organized Office Administrator to support daily operations across our Travel and Tours divisions in Thornhill. The role combines front desk coverage, document preparation, data entry, and coordination with travel consultants and management in a fast-paced environment.

The ideal candidate is detail-oriented, proactive, and capable of managing multiple priorities with a strong focus on client service. Proficiency in Microsoft Office and CRM systems is required.

Qualifications

• 2–5 years in an administrative or coordinator role.
• Experience in travel, hospitality, or service-driven environments is a strong asset.
• Exposure to group travel coordination or high-volume client servicing is preferred.

Responsibilities

• Provide day-to-day administrative support to travel consultants and management.
• Prepare client-facing documents including itineraries, confirmations, invoices, and travel packages.
• Maintain organized filing systems across client records, bookings, and financial documentation.
• Assist with general administrative tasks across departments.
• Maintain accurate records of groups, passengers, and leads within CRM and internal systems.
• Serve as a professional, welcoming front desk contact for calls, emails, and visitors.

Skills

Administrative support

Front desk

Data entry

CRM systems

Travel coordination

Customer service

Tools

Microsoft Office

CRM platforms

Job description

Our employer is a privately held company, one of Canada's largest private travel companies, specializing in faith groups, corporate and leisure travel, as well as customized tours.

Position Overview

We are seeking a highly organized, service-driven Office Administrator (Thornhill) to support daily operations across our Travel and Tours divisions.

This role sits at the center of the organization, combining reception duties, administrative coordination, and travel operations support. You will act as a key point of contact for clients, suppliers, and internal teams, ensuring smooth day-to-day execution across a high-volume, fast-paced travel environment.

The ideal candidate is detail-oriented, proactive, and comfortable managing multiple priorities while maintaining a high standard of accuracy and client service.

Key Responsibilities

Administrative & Operational Support

• Provide day-to-day administrative support to travel consultants, IHTours Groups department, and management
• Prepare and format client-facing documents including itineraries, confirmations, invoices, and travel packages
• Maintain organized digital and physical filing systems across client records, bookings, and financial documentation
• Assist with general administrative tasks as required across departments

Group Travel & Booking Support

• Assist with booking-related administrative tasks, including data entry, confirmations, and supplier follow-ups
• Maintain accurate records of all groups, passengers, and leads within CRM and internal systems
• Develop familiarity with group travel requirements across faith-based, special interest, and event-driven programs
• Provide support in managing multiple active group files with varying timelines and service expectations

Front Desk Coverage

• Serve as a point of contact for incoming calls, emails, and in-office visitors
• Manage front desk operations with a professional, client-focused approach
• Maintain a welcoming, organized, and professional office environment
• Handle incoming customer service inquiries from prospective and existing clients with a solution-oriented mindset
• Assist in maintaining ongoing communication with clients to support retention and repeat business
• Set up and coordinate in-office and virtual training sessions with suppliers

Systems & Data Management

• Input and maintain data across CRM systems, booking platforms, and internal tools
• Ensure accuracy and consistency of client information, booking details, and billing records
• Support travel advisors with administrative workflows and system updates

Office Coordination & Team Support

• Coordinate internal communication across departments to ensure alignment and efficiency
• Manage office supplies, scheduling, and general administrative logistics
• Support onboarding of new employees with administrative setup
• Assist in organizing internal meetings, travel arrangements, and company events
• Participate in training sessions, industry events, and internal initiatives as required

Requirements

Experience

• 2–5 years in an administrative, office support, or coordinator role
• Experience in travel, hospitality, or a service-driven environment is a strong asset
• Exposure to group travel coordination or high-volume client servicing is preferred

Technical Skills

• Strong proficiency in Microsoft Office (Word, Excel, Outlook)
• Comfortable working across multiple systems including CRM platforms, booking tools, and invoicing systems
• High attention to detail in data entry, documentation, and record-keeping

Profile (What You Must Be)

• Highly organized with strong attention to detail
• Able to manage multiple priorities in a fast-paced, deadline-driven environment
• Proactive and solution-oriented, with a strong sense of ownership
• Strong communicator with a professional and client-focused approach
• Team-oriented, but capable of working independently when required
• Calm under pressure and capable of handling high-volume workloads

Nice to Have

• Experience with travel industry
• Knowledge of travel documentation (tickets, itineraries, visas)
• TICO certification (or willingness to obtain)
• Experience supporting multiple departments or business units

Why Join

• Work with a well-established and growing Canadian travel organization
• Exposure to corporate travel, leisure, and global group tour operations
• Collaborative team environment with hands-on learning opportunities
• Clear pathway for growth into travel operations or consulting roles

Compensation

• Salary range: 50-55k
• Growth opportunities within operations and travel advisory teams