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An Administrative Officer plays a pivotal role in ensuring efficient office operations, handling administrative tasks, and supporting various departments within an organization. This position requires excellent organizational skills, strong communication abilities, and a proactive approach to manage administrative functions effectively.
Job details
- Location: Saint John, NB
- Salary: 25.00 hourly / 35 hours per week
- Terms of employment Permanent employment: Full time
- Start date: Starts as soon as possible
- Vacancies 1
- Verified
Overview
Languages
English
Education
- Bachelor’s degree
- or equivalent experience
Experience
5 years or more
Responsibilities:
- Office Operations Management: Oversee daily office operations, including managing schedules, correspondence, and office supplies.
- Administrative Support: Provide administrative assistance to departments, such as handling correspondence, maintaining records, and organizing meetings.
- Database and Records Management: Maintain and update databases, records, and filing systems to ensure accuracy and accessibility.
- Coordination and Communication: Facilitate communication between departments, relay important information, and ensure effective coordination among teams.
- Financial Administration: Assist in budget management, expense tracking, and basic financial reporting.
- HR Support: Aid in HR functions like recruitment, onboarding, and maintaining personnel records.
- Policy Compliance: Ensure adherence to company policies and procedures in administrative processes.
Requirements:
- Bachelor’s degree in Business Administration, Management, or related field preferred.
- Proven experience in administrative roles or office management.
- Proficiency in office software (e.g., MS Office Suite, databases).
- Excellent organizational and multitasking abilities.
- Strong communication and interpersonal skills.
- Attention to detail and ability to maintain confidentiality.
- Proactive problem-solving and decision-making skills.
- Adaptability to work in a dynamic and fast-paced environment.
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
Experience and specialization
Computer and technology knowledge
- Spreadsheet
- MS Excel
- MS Office
- MS Outlook
- MS PowerPoint
- MS Word
- Quick Books
Additional information
Transportation/travel information
Work conditions and physical capabilities
- Fast-paced environment
- Work under pressure
- Tight deadlines
- Attention to detail
- Large workload
Personal suitability
- Efficient interpersonal skills
- Excellent oral communication
- Excellent written communication
- Flexibility
- Organized
- Reliability
- Ability to multitask
- Time management
Who can apply to this job?
The employer accepts applications from:
- Canadian citizens and permanent or temporary residents of Canada.
- Other candidates with or without a valid Canadian work permit.
How to apply
By email
Include this reference number in your application
TEER 13100 ADMIN OFFICER
Advertised until
2023-12-14
Here are some frequently asked questions to help you gain a better understanding of this Administrative officer:
1. What does an Administrative Officer do?
An Administrative Officer is responsible for managing administrative tasks within an organization. This role involves overseeing office operations, handling correspondence, managing schedules, maintaining records, and assisting in various administrative duties.
2. What are the key responsibilities of an Administrative Officer?
The key responsibilities of an Administrative Officer include:
- Managing office procedures and workflows.
- Handling correspondence and communications.
- Maintaining office records and databases.
- Assisting in budgeting and financial tasks.
- Coordinating administrative staff and delegating tasks.
- Managing office supplies and equipment.
- Assisting in HR-related functions like recruitment and onboarding.
3. What skills are essential for an Administrative Officer?
Essential skills for an Administrative Officer include:
- Proficiency in office software (e.g., MS Office Suite).
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Attention to detail and accuracy in administrative tasks.
- Problem-solving and decision-making skills.
- Adaptability and the ability to work in a fast-paced environment.
4. What qualifications are required to become an Administrative Officer?
While qualifications can vary, a bachelor’s degree in business administration, management, or a related field is often preferred. Relevant experience in office administration or similar roles is highly beneficial.
5. What challenges might an Administrative Officer face?
Some challenges an Administrative Officer may encounter include handling multiple tasks simultaneously, managing unexpected situations efficiently, and balancing various responsibilities while ensuring deadlines are met. Additionally, maintaining effective communication across departments can also be a challenge.
6. How can an Administrative Officer contribute to the success of an organization?
Administrative Officers play a vital role in ensuring smooth office operations, which directly impacts an organization’s efficiency. They provide essential support to management, enhance office productivity, maintain an organized workplace, and contribute to creating a positive work environment.
7. What career advancement opportunities are available for Administrative Officers?
With experience and demonstrated skills, Administrative Officers can progress to higher-level administrative roles such as Office Manager, Administrative Manager, or Executive Assistant. Continued education, certifications, and additional training can also open doors for career growth.
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