adminWe are seeking a competent and highly organized Office Administrator to join our team. The Office Administrator plays a critical role in ensuring the efficient and smooth operation of our office environment. This role encompasses a wide range of administrative tasks and responsibilities, and it requires a proactive and detail-oriented individual who can manage various office functions effectively.
Overview
Languages
English
Education
- Secondary (high) school graduation certificate
- or equivalent experience
Experience
7 months to less than 1 year
Responsibilities
- Office Management: Oversee the daily operations of the office, including maintaining a clean, organized, and efficient workspace.
- Administrative Support: Provide administrative support to staff and management, including answering phones, managing emails, and handling correspondence.
- Supply and Equipment Management: Manage office supplies and equipment, including ordering, inventory, and maintenance.
- Scheduling and Coordination: Schedule meetings, appointments, and events, and coordinate office activities and schedules.
- Database and Record-keeping: Maintain databases, filing systems, and records, ensuring they are up-to-date and organized.
- Financial Support: Assist with basic bookkeeping tasks, such as tracking expenses and invoices, and liaise with the finance department.
- Visitor and Client Management: Greet visitors and clients, handle inquiries, and ensure a welcoming and professional reception.
- Communication: Handle internal and external communications, including email correspondence and phone calls.
- Event Planning: Assist in planning and organizing meetings, conferences, and events, including coordinating logistics and materials.
- Supervision: If applicable, supervise administrative staff and ensure their tasks are completed efficiently.
- Office Maintenance: Oversee office maintenance and safety, including liaising with service providers and ensuring a safe working environment.
- Special Projects: Assist with special projects and tasks as assigned by management.
Qualifications:
- Proven experience as an office administrator, office assistant, or in a related administrative role is preferred.
- Proficiency in office software and equipment, including Microsoft Office Suite.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal abilities.
- Attention to detail and accuracy in completing tasks.
- Problem-solving skills and the ability to adapt to changing priorities.
- Strong time management skills and the ability to meet deadlines.
- High school diploma or equivalent; additional education or certifications in office administration are a plus.
Tasks
- Review, evaluate and implement new administrative procedures
- Establish work priorities and ensure procedures are followed and deadlines are met
- Carry out administrative activities of establishment
- Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
- 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
Additional information
Security and safety
Work conditions and physical capabilities
- Fast-paced environment
- Tight deadlines
- Attention to detail
Personal suitability
- Efficient interpersonal skills
- Organized
- Reliability
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
How-to-apply instructions
Here is what you must include in your application:
This job posting includes screening questions. Please answer the following questions when applying:
- Are you available for the advertised start date?
- Do you have previous experience in this field of employment?
- What is the highest level of study you have completed?
Advertised until
2023-10-07
Here are some frequently asked questions to help you gain a better understanding of this Office administrator:
1: What does an office administrator do?
An office administrator is responsible for managing office operations, administrative tasks, and providing support to employees and management.
2: What are the key responsibilities of an office administrator?
Key responsibilities include:
- Managing office supplies and equipment.
- Coordinating office activities and schedules.
- Handling correspondence and communications.
- Assisting with bookkeeping and financial record-keeping.
- Managing databases and filing systems.
- Providing administrative support to staff and management.
- Handling inquiries from clients, employees, and external contacts.
- Planning and organizing meetings and events.
- Overseeing office maintenance and ensuring a safe and efficient work environment.
- Supervising administrative staff if applicable.
3: Is prior experience required to become an office administrator?
Prior experience in administrative roles is often preferred but not always required. Entry-level positions may be available for those with relevant education or internship experience.
4: What skills are important for an office administrator?
Key skills include organization, communication, time management, attention to detail, problem-solving, and proficiency in office software.
5: Are there opportunities for career advancement as an office administrator?
Yes, office administrators can advance to roles like office manager, executive assistant, or specialize in areas like human resources or finance.
6: How can one excel as an office administrator?
By being organized, proactive, adaptable, and maintaining a positive attitude while handling a variety of tasks.
7: Is this role customer-facing?
It can be. Office administrators often interact with clients, visitors, and employees, so strong interpersonal skills are important.
8: What’s the most challenging aspect of being an office administrator?
Balancing multiple tasks and responsibilities while maintaining efficiency and accuracy.
9: Do office administrators need to keep up with technological advancements?
‘Yes, staying current with office software and technology can enhance productivity and efficiency.
10: Is this role primarily for administrative support or does it involve decision-making?
Office administrators often make decisions related to office management, such as supply orders, schedules, and event planning.
11: What’s the most rewarding aspect of being an office administrator?
Contributing to the smooth operation of the organization and enabling others to focus on their roles.
12: Are there certifications or courses that can enhance one’s career as an office administrator?
Certifications in office administration or related fields, as well as courses in software applications, can be beneficial.
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