Office Administrator, Hugel Canada

Integratedcooling; Toronto; On-site; CAD 85,000 - 121,000; Full time

Job summary

Hugel Canada is seeking an Office Administrator to manage day-to-day administrative and operational support for the Canadian office, ensuring a smooth, organized, and professional workplace.

The role provides front-line office administration, hospitality, and cross-functional support to Finance, HR, and Marketing, including vendor coordination, onboarding logistics, and travel coordination as the team grows.

Qualifications

• 3–5 years of administrative, office management, or related experience.
• Proficiency in Microsoft Office and strong organizational skills.
• Experience with expense management, AP, or HRIS systems is a plus.
• Onsite work in a dynamic office environment.

Responsibilities

• Office administration and hospitality for the Canadian office.
• Vendor management, invoicing, and expense-report support.
• Onboarding logistics and recruitment coordination.
• Support Finance, HR, and Marketing across departments.

Skills

Organizational skills

Communication skills

Discretion & confidentiality

Professional demeanor

Education

College degree or equivalent

Tools

Ramp

Xero

ADP

BambooHR

Job description

About Hugel

Founded in 2001, Hugel is a South Korea–based global leader in medical aesthetics, specializing in the development and commercialization of botulinum toxin, hyaluronic acid fillers, skin boosters, threads, and biocosmetics. Over the past two decades, Hugel has built a strong global footprint, with commercial presence in approximately 70 countries and operations across nine international subsidiaries.

Company Culture

We are rebuilding our Canadian organization, creating a culture that is intentionally different from traditional, highly layered companies. This is a rare opportunity to join at an early stage and help shape not only the business, but the way we work, lead, and grow together.

Our culture is rooted in high ownership, collaboration, and the belief that every voice matters. We value people who bring ideas, take initiative, and want a true seat at the table. In this environment, individuals are empowered to make an impact, move with agility, and help build what comes next.

Above all, we are deeply customer focused. We are committed to earning trust, building long-term partnerships, and delivering meaningful value through science, transparency, and integrity.

About the Role

The Office Administrator is responsible for the day-to-day administrative and operational support of the Canadian office, ensuring a smooth, organized, and professional workplace. This role provides front-line office administration and hospitality, along with cross-functional administrative support to Finance, Human Resources and Marketing including vendor and invoice coordination, expense report support, and onboarding and recruiting logistics.

The ideal candidate is highly organized, proactive, and detail-oriented, with strong judgment and discretion. This person is comfortable managing a variety of administrative responsibilities and shifting priorities in a fast-paced, growth-stage company environment, and takes pride in creating a welcoming, well-run office.

WHAT YOU’LL DO

Office Administration & Operations

• Maintain a professional, organized, and welcoming office environment
• Manage office supplies, ordering, and inventory
• Coordinate with vendors and building management on office needs, maintenance, and repairs
• Support meeting preparation, including conference room setup and visitor management
• Serve as the first point of contact for guests, deliveries, and general office inquiries
• Assist with office space planning and organization as the team grows

Executive & Team Support

• Provide administrative support to leadership and team members as needed, including scheduling assistance and meeting coordination
• Prepare and organize materials for meetings, presentations, and leadership discussions
• Support domestic travel coordination and expense reporting as needed
• Track action items and follow up to help ensure timely completion of deliverables
• Support the Marketing & Medical Affairs leaders with event coordination, including logistics planning, vendor and venue coordination for health-care professional events

Finance & Accounts Payable Support

• Support new vendor set-up and collection of required onboarding documentation
• Assist with invoice logging and routing for approval
• Support maintenance of the vendor master file, including updates to contact and banking information as changes are received
• Assist with expense report processing and documentation review (e.g., in Ramp)
• Support AP-related administrative tasks, including filing, recordkeeping, and basic reporting

HR & Onboarding Support

• Support new-hire onboarding logistics, including orientation scheduling, system access requests, and first-day preparations
• Assist with interview scheduling and coordination across interviewers and departments
• Support distribution of new-hire paperwork and pre-employment documentation
• Assist with maintaining accurate and up-to-date employee records and files
• Support HR with administrative tasks such as employee verification letters and general correspondence
• Maintain strict confidentiality of sensitive employee and company information at all times

General Administrative Support

• Provide backup administrative support across departments as needed
• Support special projects and process improvement initiatives
• Partner closely with Finance, HR, and leadership on administrative and operational initiatives

WHAT YOU BRING

Required

• 3-5 years of administrative, office management, or related experience
• Strong organizational skills with excellent attention to detail and follow-through
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Clear written and verbal communication skills for internal and vendor-facing interactions
• High level of professionalism, discretion, and confidentiality
• Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint)
• Experience with expense management, AP, or HRIS systems a plus (e.g., Ramp, Xero, ADP, Bamboo)
• Comfortable working onsite in a dynamic office environment

Preferred

• Experience in a life sciences, healthcare, or regulated industry a plus
• Experience supporting teams in a B2B healthcare clinic or aesthetics environment
• Bilingual – English & French
• College degree or equivalent experience

How You Work

• Customer-first mindset with strong relationship-building skills
• Collaborative, team-oriented, and cross-functional in approach
• Ownership mentality with a high level of accountability

Compensation

The most likely base pay range for this position is $60,000 to $85,000 per year. Several factors, such as experience, tenure, skills, and particular business needs, will determine an individual’s exact level of compensation. Base salary is only one element of employee compensation at Hugel Aesthetics. The total compensation could include bonuses or sales incentives.

Why This Role Matters

This role is central to the success of Hugel Canada. You will operate at the intersection of sales execution, customer experience, and operations — directly impacting how we serve customers and scale our commercial model.

You won’t just support the business — you will help build it.