Office Administration jobs in Canada

Our client, a small O&G pipeline company, is looking for an Office Manager/Sales Admin person. If you are very organized and strong administratively then this is the role for you!

The ideal candidate will possess exceptional time management and communication skills, with a strong ability to anticipate needs, solve problems creatively, and maintain confidentiality.

Key Responsibilities:

• Time Management:Efficiently manage calendars, schedule meetings, and prioritize daily tasks to support the President and Sales team.
• Travel Coordination:Arrange travel logistics including flights, hotel accommodations, and rental cars in alignment with business schedules and preferences.
• Communication:Serve as a liaison between departments, vendors, and clients, ensuring clear, professional verbal and written communication.
• Technology Proficiency:Utilize MS Office Suite (Word, Excel, Outlook, PowerPoint) and adapt to new software and tools to increase productivity.
• Critical Thinking & Problem Solving:Address issues proactively and make sound decisions in a fast-paced environment.
• Organizational Excellence:Maintain accurate and accessible records, track multiple projects simultaneously, and streamline administrative procedures.
• Confidentiality:Manage sensitive company and employee information with the utmost discretion and professionalism.
• Proactive Anticipation:Identify and respond to the evolving needs of executives and the office environment before they arise.
• Office Management:Oversee the day-to-day office operations, including ordering supplies, maintaining office refreshments, and ensuring overall tidiness and functionality.
• Customer Service:Deliver exceptional service to internal staff, clients, and other external stakeholders.
• Expense & Budget Management:Prepare and submit accurate expense reports and assist with budget planning in coordination with the Accounting department.
• Sales Support:Assist the Sales team by preparing quotes, drafting client correspondence, and responding to client inquiries.
• Facilities Oversight:Manage office equipment, oversee maintenance, and coordinate necessary repairs or upgrades.
• Event Planning:Organize company meetings, team-building activities, and special events from concept through execution.
• Vendor Relations:Manage vendor contracts, negotiate terms, and maintain positive, cost-effective relationships.

Qualifications:

• Proven experience as an Office Manager, Executive Assistant, or in a similar administrative role.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite and other business software.
• Demonstrated ability to handle confidential information with integrity.
• Strong problem-solving and decision-making capabilities.
• Detail-oriented with a proactive mindset.
• Ability to work independently and as part of a team.

Preferred Qualifications:

• Experience supporting executive-level leadership.
• Familiarity with budgeting and basic accounting processes.
• Background in sales or customer service support.

Compensation:

• Salary ranging from $45,000 – $55,000 depending on experience
• Vacation of 3 weeks
• Benefits

David Aplin & Associates Inc., operating as Aplin, and its associated brands, CompuStaff and Impact Recruitment, is an award-winning employment agency connecting diverse, top-tier talent with exceptional organizations across North America. We welcome applicants from all backgrounds and charge no fees to apply or engage with our recruiters. Our clients partner with us to help expand and diversify their teams. Please note that all applicants must be legally entitled to work in Canada, including holding any necessary work permits.