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We are seeking a competent and proactive Administrative Officer to join our team. The ideal candidate will oversee administrative operations, manage office procedures, and provide efficient support to ensure the smooth functioning of our organization.
Job details
- Location: Scarborough, ON
- Salary: 28.00 hourly / 40 hours per week
- Terms of employment Permanent employment: Full time
- Start date: Starts as soon as possible
- Benefits: Health benefits, Other benefits
- Vacancies 1
- Verified
Overview
Languages
English
Education
- Secondary (high) school graduation certificate
Experience
2 years to less than 3 years
Responsibilities:
- Oversee and coordinate administrative procedures and systems, ensuring efficient office operations.
- Supervise administrative staff and allocate tasks, providing guidance and support as needed.
- Manage office supplies and equipment, maintaining inventory and ensuring adequate stock levels.
- Develop and implement administrative policies, procedures, and protocols to enhance efficiency.
- Handle correspondence, emails, and phone calls, redirecting them as necessary and responding on behalf of the organization.
- Organize and schedule meetings, appointments, and travel arrangements for senior management.
- Prepare reports, presentations, and documentation, maintaining accurate records and databases.
- Liaise with other departments, external partners, and stakeholders to facilitate smooth operations.
- Address employee queries regarding office management issues or administrative concerns.
- Ensure compliance with company policies, regulatory requirements, and confidentiality protocols.
Requirements:
- Bachelor’s degree in Business Administration, Management, or relevant field.
- Proven experience as an Administrative Officer, Administrator, or in a similar role.
- Strong organizational, leadership, and multitasking abilities.
- Proficiency in MS Office Suite and office management software.
- Excellent communication and interpersonal skills.
- Detail-oriented with problem-solving abilities and a proactive approach.
- Ability to work independently and handle multiple tasks with minimal supervision.
- Knowledge of office management procedures and basic accounting principles is a plus.
Tasks
- Review, evaluate and implement new administrative procedures
- Delegate work to office support staff
- Establish work priorities and ensure procedures are followed and deadlines are met
- Carry out administrative activities of establishment
- Administer policies and procedures related to the release of records in processing requests under government access to information and privacy legislation
- Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
- Assist in the preparation of operating budget and maintain inventory and budgetary controls
- Assemble data and prepare periodic and special reports, manuals and correspondence
- Oversee and co-ordinate office administrative procedures
- Train staff
- Plan and control budget and expenditures
- Perform data entry
Experience and specialization
Computer and technology knowledge
- MS Excel
- MS Office
- MS Windows
- MS Word
- MS Project
Additional information
Work conditions and physical capabilities
- Fast-paced environment
- Attention to detail
Personal suitability
- Efficient interpersonal skills
- Excellent oral communication
- Excellent written communication
- Organized
- Time management
Benefits
Health benefits
- Dental plan
- Health care plan
Other benefits
- Free parking available
- Parking available
Who can apply to this job?
Only apply to this job if:
- You are a Canadian citizen, a permanent or a temporary resident of Canada.
- You have a valid Canadian work permit.
If you are not authorized to work in Canada, do not apply. The employer will not respond to your application.
Advertised until
2023-12-14
Here are some frequently asked questions to help you gain a better understanding of this Administrative office:
- What does an Administrative Officer do? Administrative Officers are responsible for overseeing administrative tasks, managing office procedures, coordinating activities, handling correspondence, supervising administrative staff, and ensuring efficient office operations.
- What are the key responsibilities of an Administrative Officer? Their responsibilities include managing office supplies and equipment, developing and implementing administrative policies, coordinating meetings and appointments, handling communication on behalf of the organization, maintaining records, and liaising with various departments.
- What skills are essential for a successful Administrative Officer? Essential skills include strong organizational abilities, leadership qualities, proficiency in office software and management tools, excellent communication, problem-solving skills, attention to detail, and the ability to multitask effectively.
- How does an Administrative Officer contribute to the efficiency of an organization? Administrative Officers contribute by streamlining administrative procedures, ensuring compliance with policies, optimizing office resources, facilitating effective communication, and providing necessary support to staff and management.
- What challenges might an Administrative Officer encounter in their role? Challenges may include managing diverse administrative tasks, addressing urgent matters, balancing multiple responsibilities, adapting to changing priorities, and ensuring seamless coordination among different departments.
- How does an Administrative Officer handle communication within the organization? They handle incoming and outgoing communication, manage correspondence via emails, phone calls, and letters, facilitate communication between departments, and ensure timely and accurate dissemination of information.
- What strategies does an Administrative Officer use to maintain office efficiency? Strategies involve developing streamlined procedures, organizing resources effectively, implementing time-saving techniques, providing necessary training, and staying updated with office management best practices.
- What role does an Administrative Officer play in supporting senior management? Administrative Officers support senior management by managing their schedules, organizing meetings, preparing reports or presentations, handling administrative tasks, and serving as a point of contact for internal and external stakeholders.
- How does an Administrative Officer contribute to maintaining confidentiality and compliance? They ensure confidentiality by handling sensitive information with discretion, maintaining secure records, adhering to data protection laws, and ensuring that office practices comply with organizational policies and regulations.
- What opportunities for growth exist for Administrative Officers? With experience and skill development, Administrative Officers can advance to higher-level administrative positions, take on specialized roles in specific departments, or pursue managerial positions within an organization.
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