Office and Administration Manager

Summit Search Group; Oakville; On-site; CAD 55,000 - 75,000; Full time

Job summary

A leading real estate development firm is looking for an Office and Administration Manager to oversee administrative functions and support senior leadership. This role involves office management, HR coordination, and general administrative support in a collaborative environment. The ideal candidate is proactive, detail-oriented, and enjoys creating efficient systems while managing multiple responsibilities. Join a dynamic team and contribute to an organized workplace in Oakville.

Qualifications

• Strong organizational and time management skills.
• Excellent communication skills, verbal and written.
• Ability to manage multiple projects in a dynamic setting.

Responsibilities

• Manage day-to-day administrative functions and office logistics.
• Provide executive assistance with calendar management.
• Facilitate internal communications and team coordination.

Skills

Organizational skills

Communication

Time management

Discretion

Collaboration

Education

Experience in office management or HR admin

Tools

MS Office suite

HR software

Job description

About Our Client:

Our client is in the real estate development space and located near the QEW and Winston Churchill.

Position Scope:

The Office and Administration Manager will be responsible for managing day-to-day administrative functions, supporting senior leadership, and helping to implement systems and processes that keep everything running smoothly.

This role blends office management, light HR coordination, and executive assistance, making it ideal for a proactive, detail-oriented individual who enjoys building structure and creating efficiency in a collaborative environment.

Responsibilities:

• Lead the day-to-day operations of the Oakville office, ensuring a polished, well-run, and welcoming workspace.
• Manage vacation tracking, hybrid schedules, and team coordination across multiple entities under the company umbrella.
• Maintain employee records and HR systems in compliance with company standards, including support for future onboarding and benefits programs.
• Provide general administrative support to employees and act as the first point of contact for internal questions and external visitors.
• Act as Executive Assistant to senior leadership with calendar management, meeting scheduling, and ad hoc support.
• Own key office logistics such as supply ordering, kitchen and meeting space upkeep, and vendor coordination.
• Facilitate internal communications, team meetings, and cross-entity collaboration efforts.
• Partner with leadership to implement and manage new tools or systems (e.g., HR software, scheduling tools).
• Ensure overall office functionality, including records management, coordination of employee documentation, and general office upkeep.

Required Skills and Knowledge:

• Strong organizational and time management skills, with the ability to prioritize and meet deadlines effectively.
• Excellent communication skills, verbal and written, with the ability to interact with team members and leadership tactfully.
• Ability to manage multiple projects and responsibilities simultaneously in a dynamic office setting.
• Sound judgment and discretion in handling confidential information.
• Proficiency in using HR software and maintaining employee records considered an asset.
• A collaborative mindset, capable of working independently and within a team.

Education and Experience:

• Prior experience in office management, administration or HR admin related roles, preferably in a small team setting.
• Proficiency in MS Office suite and familiarity with HR software is an asset.

Application Instructions:

To apply, please send a resume to Jessica Alcock at [e-mail].

Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.