Administrative Assistant

The Office Administrator provides front-line office support while serving as a key administrative partner to Human Resources and the broader business. The role is responsible for reception, office and facilities administration, vendor coordination, employee onboarding support, recruitment administration, payroll-related administrative tasks, training coordination, records management, and other activities that support efficient and positive employee experience. The position acts as a professional first point of contact and manages multiple priorities with a high level of follow-through.  

•    Reception and Office Administration – Manage reception activities including answering and directing telephone calls, receiving visitors, vendors, clients, and job candidates, and providing general information about the Company.
•    Mail, Shipping and Records – Coordinate incoming and outgoing mail, courier and shipping requirements; maintain organized electronic and physical filing systems; scan, file, retrieve, and distribute documentation as required.
•    Office and Facilities Coordination – Coordinate building, cleaning, parking, access cards, keys, office supplies, coffee and kitchen supplies, office equipment, and other facilities requirements; liaise with building contacts and service providers to resolve issues.
•    Vendor and Purchasing Administration – Place routine office supply and service orders, monitor deliveries, coordinate vendor requests, maintain supporting documentation, and assist with invoice and expense administration in accordance with Company procedures.
•    HR Administrative Support – Provide administrative support to Human Resources, including maintaining employee information, preparing and organizing HR documentation, updating trackers, coordinating employee requests, and supporting routine payroll-related administrative activities and documentation.
•    Payroll-Related Administration – Assist HR with the collection, organization, verification, and timely submission of payroll-related information and supporting documentation. Escalate discrepancies or missing information to the appropriate HR or payroll contact.
•    Recruitment Administration – Coordinate interview schedules, meeting rooms and virtual meeting arrangements; communicate scheduling details to candidates and interviewers; prepare interview materials and provide general administrative support throughout the recruitment process.
•    Onboarding and Offboarding Coordination – Support HR with new-hire and employee-departure administration, including coordinating access cards, phones, workstations, equipment, office access, required forms, and other onboarding/offboarding requirements.
•    Training Administration – Support the coordination of employee training, including maintaining training trackers, monitoring upcoming requirements, coordinating registrations and communications, and providing administrative follow-up to ensure requirements are completed.
•    Travel and Expense Administration – Provide administrative support for employee travel and expense processes, including organizing travel confirmations, supporting documentation, expense spreadsheets, and related records as directed.
•    IT and Equipment Coordination – Provide basic local administrative support for IT matters, maintain awareness of office computer and equipment assignments, coordinate workstation setup, and liaise with IT / Helpdesk for technical issues and access requirements.
•    Employee and Team Support – Provide administrative support to employees, HR, Operations, and management, including preparing documents, maintaining spreadsheets, coordinating meetings, and completing other local administrative requirements.
•    Event and Engagement Support – Assist with Company events, employee engagement activities, meetings, and office functions, including coordinating supplies, attendance information, vendors, facilities, and logistics.
•    Confidentiality and Data Management – Maintain confidentiality when handling employee, candidate, payroll, travel, financial, and other sensitive information. Ensure records are maintained accurately and securely.
•    Reporting and Process Improvement – Maintain administrative trackers and reports; identify opportunities to improve administrative processes, reduce duplication, improve service levels, and support efficient use of Company resources.
•    Other Duties – Complete other administrative duties, projects, and responsibilities as assigned. 
 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill, and ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform.
•    Post-secondary education in Business Administration, Office Administration, Human Resources, or a related field preferred.
•    Minimum 2-5 years of administrative, office coordination, reception, or HR support experience. 
•    Experience supporting multiple departments within a corporate environment is considered an asset.
•    Strong problem-solving and decision-making abilities. 
•    Ability to work independently while collaborating effectively with employees, management, vendors, and external stakeholders. 
•    Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint). 
•    Experience with HR systems, payroll administration processes, SharePoint, and document management systems is an asset.
•    Strong organizational and time management skills with the ability to manage competing priorities.