adminWe are seeking a skilled and organized Office Administrator to manage and coordinate administrative tasks, maintain efficient office operations, and provide support to our team. The Office Administrator plays a crucial role in ensuring the smooth functioning of our office environment and contributing to overall productivity.
Overview
Languages
English
Education
- Bachelor’s degree
- or equivalent experience
Experience
1 year to less than 2 years
Responsibilities:
Administrative Coordination:
- Manage office schedules, appointments, and meetings to ensure effective time management.
- Handle incoming and outgoing communications, including emails, phone calls, and correspondence.
- Assist in drafting, editing, and formatting documents, reports, and presentations.
Office Operations:
- Oversee office supplies and equipment inventory, placing orders as needed.
- Coordinate maintenance and repairs of office facilities and equipment.
- Monitor and manage office expenses, ensuring adherence to budget guidelines.
Visitor and Client Interaction:
- Greet and assist visitors, clients, and vendors in a professional and welcoming manner.
- Answer inquiries and provide information about the organization’s products, services, or operations.
Financial Support:
- Assist in basic financial tasks, such as invoicing, expense tracking, and record-keeping.
- Collaborate with the finance department to ensure accurate and timely financial transactions.
Document Management:
- Organize and maintain physical and digital documents, ensuring easy retrieval when needed.
- File and archive documents according to established protocols.
Communication and Collaboration:
- Facilitate communication between team members, departments, and external parties.
- Coordinate meetings, conferences, and events, including logistics, invitations, and materials.
Confidentiality and Security:
- Maintain confidentiality of sensitive information and ensure secure storage of records.
- Adhere to data protection regulations and established security protocols.
Qualifications:
- High school diploma or equivalent.
- Additional certification or training in office administration is a plus.
Skills and Abilities:
- Strong organizational skills and attention to detail.
- Effective written and verbal communication skills.
- Proficiency in using office software, such as Microsoft Office Suite.
- Problem-solving ability and adaptability to changing tasks and priorities.
- Professionalism and excellent customer service skills.
Experience:
- Prior experience in administrative roles is beneficial but not required.
Benefits:
- Competitive compensation package.
- Opportunities for professional development and growth within the organization.
- Positive and collaborative work environment.
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
- 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
Experience and specialization
Computer and technology knowledge
- MS Excel
- MS Office
- MS Outlook
- MS PowerPoint
- MS Word
Additional information
Work conditions and physical capabilities
- Fast-paced environment
- Work under pressure
- Tight deadlines
- Attention to detail
- Large workload
Personal suitability
- Excellent oral communication
- Excellent written communication
- Flexibility
- Organized
- Reliability
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.
How to apply
By email
How-to-apply instructions
Here is what you must include in your application:
- Cover letter
- Highest level of education and name of institution where it was completed
This job posting includes screening questions. Please answer the following questions when applying:
- Are you currently legally able to work in Canada?
- Do you have previous experience in this field of employment?
- What is the highest level of study you have completed?
Advertised until
2023-09-07
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 administrative tasks, coordinating office activities, and ensuring the office operates efficiently. This includes tasks like managing schedules, handling correspondence, organizing meetings, and maintaining office supplies.
2. What skills are essential for an office administrator?
Key skills for an office administrator include:
- Organizational Skills: Ability to manage multiple tasks and prioritize effectively.
- Communication: Strong written and verbal communication skills for interacting with colleagues, clients, and vendors.
- Attention to Detail: Precision in managing records, scheduling, and handling paperwork.
- Problem-Solving: Skill to address challenges that arise in office operations.
- Computer Proficiency: Familiarity with office software and tools for document management, scheduling, and communication.
3. Is prior office experience necessary to become an office administrator?
While prior office experience can be beneficial, many office administrators start in entry-level roles and gradually gain the skills and knowledge needed for the position.
4. What industries do office administrators work in?
Office administrators are needed in various industries, including healthcare, finance, education, technology, government, and more.
5. What are the typical duties of an office administrator?
Duties can include:
- Managing office supplies and equipment.
- Handling incoming and outgoing communications.
- Coordinating meetings and appointments.
- Assisting in financial record-keeping and invoicing.
- Greeting visitors and providing assistance.
- Ensuring office policies and procedures are followed.
6. What’s the work environment like for an office administrator?
Office administrators typically work in comfortable office settings, collaborating with colleagues and using computers and office equipment extensively.
7. Is the role client-facing?
Yes, office administrators often interact with clients, visitors, and vendors. Their professionalism and communication skills contribute to a positive impression of the company.
8. How do office administrators handle confidential information?
Office administrators maintain confidentiality by following established protocols for handling sensitive information, both in physical and digital formats.
9. What education is required to become an office administrator?
A high school diploma or equivalent is usually the minimum requirement. Some organizations may prefer candidates with additional vocational training or associate degrees in office administration.
10. What opportunities for advancement are available for office administrators?
Office administrators can advance to roles like office manager, executive assistant, or department coordinator. Advancement depends on the organization’s size and structure.
11. What’s the role’s impact on office efficiency?
Office administrators play a crucial role in maintaining efficient office operations. Their ability to manage tasks, schedules, and communication contributes to a productive work environment.
12. How can I become an office administrator?
You can start by gaining experience in entry-level administrative roles, enhancing your computer and communication skills, and seeking opportunities for professional development and training.
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