Administrative Assistant jobs in Canada

About Matrix360

Matrix360 is a social impact business helping to build the commercial real estate and development (CRED) industry – an industry responsible for creating and building our cities and communities.

For more than two decades, Matrix360 has been at the forefront of building great and successful teams. We're not your average talent management company—we are trailblazers committed to building diverse and inclusive workplaces. We partner with organizations that pave the way for business growth and success.

We believe in the uniqueness of every team and organization. Understanding and centering care in everything we do is our priority. We take a human-centered approach, connecting talent with opportunities, advising leaders on equitable policies, and transforming workplace cultures for the better. At Matrix360, we are the champions of diversity and equity in the CRED industry.

We firmly believe in providing equal access and opportunities to all individuals, ensuring accommodation and inclusion in every aspect of employment, services, programs, and activities.

We are the go-to authority for shaping the future of the CRED industry. Our expertise guides organizations to create inclusive and thriving workplace cultures.

• We build teams that inspire, engage, and connect people to work better together.
• We are invested and committed to advancing equity through talent management and workplace culture.
• We are about growth in all facets : people, possibilities and profits.
• We align our work with working toward the achievement of the UN Sustainable Development Goals

If you require accommodation or this information in an alternative format at any stage of the search process, contact us at info@matrix360.ca or 416 703 3400.

On behalf of our client, we are seeking an Office Manager / Operations Coordinator to join their team, reporting to the Partners. This position provides primary support to them while occasionally supporting other members of the team. This individual will play a key role in delivering administrative support and operational coordination to ensure smooth operations of corporate and project functions.

The successful candidate will be a highly motivated team player with the ability to operate in a lean team. In addition, the individual will be able to work in independently, solve problems and think critically about solutions, and has a 'no task is too big or too small' mindset.

The base salary is $65,000 to $75,000, based on level of experience and exposure, accompanied by benefits and a discretionary bonus. Our client is an advocate for equity and diversity, recognizing the importance of leadership engagement within its framework.

• Handle bookkeeping tasks, including the depositing of payments received (cheques), payment of invoices owed (staff expenses, office expenses, and sub-consultants);
• Reconciliation of the business chequing account;
• Preparation of invoices with the direction of senior staff, updating accounts receivable, and following up on payment of invoices as necessary;
• Liaise with external accountant to ensure that all necessary information has been provided for monthly, quarterly and year-end accounting statements (e.g. HST calculations, income statements, profit and loss statements etc.);
• Utilization of Harvest, Quickbooks, Dext, and other programs as required;

• Responsible for HR administration alongside leadership team e.g. vacation tracking benefits management, employee onboarding, probation and performance review tracking, etc.;
• Assist with creation of proposals and reports alongside leadership team, including graphic design, report assembly, and review / edits tracking;
• Social media content management including drafting, designing and planning posts;
• Manage office environment, vendors / suppliers, and office equipment inventory;
• Other HR, marketing, and / or administrative projects as assigned;

• Monitor RFP opportunities and assemble required documentation for relevant submissions;
• Assist with creation of presentations, reports, and other external communications;
• Assist with research and data gathering to support project teams.

• 4+ years of administration experience, with exposure to working in a lean team environment.
• Degree in business administration, accounting, communications, or a related field (or equivalent experience).
• Proficiency in MS Office, Outlook, Microsoft Teams, and Zoom.
• Strong verbal and written communication skills, with experience drafting correspondence, presentations, and reports.
• Understanding and / or interest in accounting and bookkeeping processes.
• Desire to learn across corporate functions including accounting, HR, marketing, and operations.
• Ability to deliver on commitments and manage multiple deliverables within tight timelines.
• Collaborative attitude with the capacity to adapt to changing priorities and support multiple tasks as needed.
• Highly organized with strong attention to detail and discretion in handling confidential matters.
• Thrives in a fast-paced and dynamic environment, bringing a proactive and professional approach.
• Friendly and professional demeanor with a positive attitude and team-oriented mindset.
• Bright and analytical, able to solve problems and make decisions using logical processes.

By providing us with a copy of your resume and any subsequent personal information directly, you understand that it has been furnished with your consent for the purpose of possible disclosure to our client, who has agreed to comply with our Privacy Policy and Confidentiality Policy. We will only disclose your personal information to clients with your prior knowledge and consent.

Matrix360 believes in and continuously operates from the highest search and talent management ethics level. We continue to respect the privacy and confidentiality of the personal information provided to us. We are committed to guarding your information securely and managing it per our legal responsibilities wherever we operate, including the Personal Information Protection and Electronic Documents Act ("PIPEDA") in Canada.

For more information on our Privacy and Confidentiality Policies please contact us at : info@matrix360.ca or 416.703.3400.

• Instagram : @matrix360_inc

We Believe People are the Bridge to Profits and Possibilities