As an administrative officer, you will play a vital role in ensuring the smooth and efficient operation of the organization. You will be responsible for managing administrative tasks, coordinating office activities, and providing support to various departments and staff members. Your attention to detail, organizational skills, and ability to multitask will be crucial in handling a diverse range of administrative duties.
- Location: Etobicoke, ON
- Salary: 27.00 to 28.00 hourly (to be negotiated) / 30 to 40 hours per week
- Terms of employment Permanent employment: Full time
- Start date: Starts as soon as possible
- Vacancies 1
- Bachelor’s degree
- or equivalent experience
1 to less than 7 months
- Office Administration: Oversee day-to-day office operations, including managing incoming and outgoing correspondence, maintaining office supplies, and organizing office spaces.
- Documentation and Records Management: Create and maintain files, databases, and records to ensure accurate and organized documentation. Manage document retrieval and disposal processes in accordance with company policies.
- Scheduling and Coordination: Schedule meetings, appointments, and travel arrangements for staff members. Coordinate logistics for meetings, conferences, and events, including venue booking, catering, and equipment setup.
- Communication and Correspondence: Manage incoming and outgoing communications, including emails, phone calls, and written correspondence. Draft and proofread documents, memos, and reports.
- Data Management: Maintain and update databases, spreadsheets, and other digital systems with accurate and current information. Generate reports and perform data analysis as required.
- Financial Support: Assist in budget management, expense tracking, and invoice processing. Collaborate with the finance department to ensure accurate financial records and timely payment processing.
- Staff Support: Provide administrative support to staff members, including preparing documents, organizing meetings, and coordinating travel arrangements. Assist with onboarding new employees and maintaining employee records.
- Policy Compliance: Ensure compliance with company policies, procedures, and regulations. Monitor and maintain records of compliance documentation.
- Office Efficiency Improvement: Identify and implement process improvements to enhance office efficiency, such as streamlining administrative procedures and introducing digital tools for increased productivity.
- High school diploma or equivalent; additional education or certification in administration or office management is preferred.
- Proven experience in an administrative role, preferably in a similar capacity.
- Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines.
- Excellent written and verbal communication skills.
- Proficiency in office productivity software (e.g., MS Office Suite).
- Attention to detail and accuracy in handling documentation and data.
- Ability to work independently and collaboratively in a team environment.
- Discretion and confidentiality when handling sensitive information.
- 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
- Assist in the preparation of operating budget and maintain inventory and budgetary controls
- Oversee and co-ordinate office administrative procedures
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
Here are some frequently asked questions to help you gain a better understanding of this Administrative officer:
What is an administrative officer?
An administrative officer is a professional responsible for managing administrative tasks and providing support to ensure the smooth operation of an organization. They handle a wide range of administrative duties, including managing documents, coordinating schedules, organizing meetings, and maintaining efficient office systems.
What are the typical responsibilities of an administrative officer?
Administrative officers have diverse responsibilities that may vary depending on the organization. Some common tasks include managing office supplies and equipment, handling correspondence, preparing reports and presentations, maintaining databases, coordinating travel arrangements, assisting with budget management, and providing general administrative support to staff members.
What skills are important for an administrative officer?
Strong organizational skills, attention to detail, and time management abilities are crucial for administrative officers. They should have excellent communication and interpersonal skills to interact effectively with colleagues and external stakeholders. Proficiency in office software applications, such as word processing, spreadsheet, and presentation software, is also essential.
Is previous experience required to become an administrative officer?
While previous experience in administrative roles can be beneficial, it is not always a strict requirement. Many entry-level positions offer on-the-job training, allowing individuals to develop the necessary skills and gain practical experience. However, having relevant experience or educational qualifications in administration or a related field can increase your chances of securing a position as an administrative officer.
What career prospects are available for administrative officers?
Administrative officers can advance their careers by taking on more responsibilities and acquiring additional skills. With experience, they may be promoted to supervisory or managerial roles within the administrative department. They can also explore opportunities in specialized areas such as human resources, project management, or executive administration.
What qualities make a successful administrative officer?
Successful administrative officers possess a range of qualities, including strong organizational skills, attention to detail, adaptability, problem-solving abilities, and a customer service mindset. They are proactive, reliable, and able to work independently while also collaborating effectively with colleagues and stakeholders.
What industries employ administrative officers?
Administrative officers are employed across various industries, including healthcare, education, government, non-profit organizations, and private companies. Their skills are in demand in any organization that requires effective administrative support and smooth operations.
How can I become an administrative officer?
To become an administrative officer, you can start by obtaining a high school diploma or equivalent. Pursuing relevant post-secondary education or certification programs in administration or office management can enhance your qualifications. It is also helpful to gain practical experience through internships or entry-level administrative roles to develop essential skills and knowledge.