Office Administrator

We are seeking a dedicated & reliable Office Administrator for our GTA Office, responsible for the presentation of a professional environment, while providing warm, courteous and professional contact with both internal & external customers. 

The Office Administrator works collaboratively with different Departments in supporting the business, providing service delivery and meeting the needs of their customers. This role includes maintaining the front desk operations, handling incoming calls, and performing various administrative tasks to ensure that the office runs smoothly & efficiently.

Position Type: 14-Month Contract

Why Caivan?

Industry Leading Wages

Annual Paid Operations Shutdown (in addition to Paid Vacation Days)

Complimentary Daily Lunch Program

Onsite Training & Development Programs

Use of ADP (HR Portal) – easily access your employee information, paystubs & schedule time off

Bi-Weekly Payments directly to your bank account

You Will Bring

• Post-Secondary Diploma in Business Administration or relevant discipline, preferred  
• 3+ years of experience in an Administrative role, preferred
• Detail-oriented and organized, with exceptional prioritization skills
• Ability to use technology and a clear understanding of systems
• Interest and ability to learn new procedures and systems
• Strong knowledge of office procedures and practices
• Resourceful and flexible, with the ability to take initiative
• Ability to effectively balance conflicting priorities
• Demonstrated proficiency with web-based tools and Microsoft Office applications, including but not limited to, Outlook, Word, Excel, SharePoint
• Demonstrate ability to work collaboratively in a Team environment, as well as independently motivated with minimal supervision

Key Responsibilities

• Manage Reception and provide exemplary customer service to all visitors
• Manage visitor access to private/employee-only areas of the Office
• Monitor all incoming/outgoing mail and courier services, ensuring proper distribution & receipt of mail
• Coordinate office supply inventory, including snacks, coffee, and general office supplies, while monitoring usage and adhering to established budgets
• Manage the maintenance of all office business machines, identify required equipment, and coordinate overall office space and environmental needs
• Problem-solve inquiries and questions from customers and employees
• Regularly complete office procedures and provide support to office employees
• Assist in onboarding new employees by setting up technology, software licenses, permissions, training and other tasks, as required 
• Troubleshoot minor technology issues and escalate to IT, as required
• Assist with accounting functions including accounts payable, invoicing, expense forms, mileage etc.
• Communicate office updates (fire drills, inspections, water shutoffs, events, etc.)
• Prioritize cleanliness of the office space & kitchen and conduct frequent checks throughout the day
• Coordinate meetings and maintain up-to-date calendars, including boardrooms and weekly reviews with the President of the GTA
• Joint Health & Safety Committee Representative
• Administer the Employee Lunch Program
• Review the Monthly Operating Budget with the President of the GTA, as needed
• Provide administrative assistance: data entry, filing, document management etc.
• Perform any other duties as required

Working Conditions

• Extended periods at a computer may be required at times
• The job description implies the performance of repetitive tasks
• Light house-keeping duties (dusting, dishwasher, counters)

We carefully review all applications and will contact candidates whose skills, experience, and qualifications most closely align with the requirements of the position.

We are committed to providing an inclusive recruitment process. If you require accommodation at any stage of the selection process, please contact Human Resources and we will work with you to meet your needs.

This position is available due to an upcoming vacancy.