Office Administrator

Ontario Trillium Foundation; Lebanon (TN); On-site; USD 42,000 - 66,000; Full time

Job summary

Ontario Trillium Foundation is seeking an Administrative Coordinator to manage paperwork, records, and office coordination for multiple business entities. The role ensures documents and day-to-day operations are accurate, organized, and compliant.

Responsibilities include maintaining physical and digital files, drafting letters, managing calendars, and coordinating with accountants, attorneys, and vendors. The position emphasizes confidentiality, attention to detail, and the ability to

Qualifications

• High school diploma or equivalent (Associate or Bachelor’s degree preferred).
• 2+ years administrative or office management experience preferred.
• Experience supporting multiple businesses or departments is a plus.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Proficiency in Microsoft Word, Excel, Google Workspace, and office tools.
• Ability to prioritise tasks and meet deadlines independently.
• Professional communication and interpersonal skills.

Responsibilities

• Manage, organize, and maintain physical and digital files for multiple businesses.
• Prepare, scan, file, and archive contracts, invoices, permits, licenses, and legal documents.
• Track renewals, expiration dates, and compliance deadlines.
• Support audits, inspections, and document requests.
• Assist ownership and managers with administrative tasks.
• Draft letters, forms, internal memos, and reports.
• Manage calendars, appointments, and reminders.
• Handle incoming and outgoing mail, emails, and courier packages.
• Coordinate with accountants, attorneys, vendors, and government agencies.
• Enter and maintain data in spreadsheets and company systems.
• Maintain trackers for expenses, payroll documents, contracts, and compliance items.
• Prepare basic administrative reports as requested.
• Maintain separate, well-organized records for each business entity.
• Ensure documentation is correctly assigned to the appropriate business.
• Handle confidential information responsibly and follow policies.

Skills

Organizational skills

Time management

Attention to detail

Microsoft Word

Microsoft Excel

Google Workspace

Communication

Multitasking

Education

High school diploma

Associate or Bachelor’s degree preferred

Tools

Microsoft Office

Google Workspace

Adobe Acrobat

Document management systems

Job description

Job Summary

The Administrative Coordinator is responsible for managing all paperwork, administrative tasks, and office coordination for multiple business entities. This role supports ownership and management by ensuring documents, records, and day-to-day administrative operations across all businesses are accurate, organized, and compliant.

Key Responsibilities

Paperwork & Documentation (Primary Responsibility)

• Manage, organize, and maintain physical and digital files for multiple businesses
• Prepare, scan, file, and archive contracts, invoices, permits, licenses, and legal documents
• Track renewals, expiration dates, and compliance deadlines
• Support audits, inspections, and document requests

Administrative & Office Support

• Assist ownership and managers with administrative tasks
• Draft letters, forms, internal memos, and reports
• Manage calendars, appointments, and reminders
• Handle incoming and outgoing mail, emails, and courier packages

Multi-Business Coordination

• Maintain separate, well-organized records for each business entity
• Coordinate with accountants, attorneys, vendors, and government agencies
• Ensure documentation is correctly assigned to the appropriate business

Data Entry & Reporting

• Enter and maintain data in spreadsheets and company systems
• Maintain trackers for expenses, payroll documents, contracts, and compliance items
• Prepare basic administrative reports as requested

Confidentiality & Compliance

• Handle sensitive and confidential information responsibly
• Follow company policies and compliance requirements
• Maintain accuracy and attention to detail at all times

Qualifications & Skills

• High school diploma or equivalent (Associate or Bachelor’s degree preferred)
• 2+ years of administrative or office management experience preferred
• Experience supporting multiple businesses or departments is a plus
• Strong organizational and time-management skills
• Excellent attention to detail and accuracy
• Proficiency in Microsoft Word, Excel, Google Workspace, and office tools
• Ability to prioritize tasks and meet deadlines independently
• Professional communication and interpersonal skills

Work Environment

• Office-based role supporting multiple businesses
• Fast-paced environment with multiple priorities
• Occasional lifting of files and office materials