The office administrator is responsible for overseeing the administrative functions and daily operations of the office. They ensure the smooth running of the office environment, provide administrative support to staff, and contribute to the overall efficiency and productivity of the organization.
- Location: Brampton, ON
- Salary: 28.00 hourly / 35 hours per week
- Terms of employment Permanent employment: Full time
- Start date: Starts as soon as possible
- Vacancies 1
- Secondary (high) school graduation certificate
7 months to less than 1 year
- Manage communication: Answer and redirect phone calls, emails, and inquiries, and maintain an organized system for incoming and outgoing correspondence.
- Greet visitors: Welcome guests, clients, and employees, and ensure a positive and professional reception experience.
- Office coordination: Maintain office supplies, equipment, and facilities, and ensure a clean and organized work environment.
- Schedule management: Coordinate and schedule appointments, meetings, and events, and prepare necessary materials and resources.
- Document preparation: Create, format, proofread, and edit documents, reports, and presentations using various software applications.
- Record keeping: Maintain accurate and up-to-date records, files, and databases, both in physical and electronic formats.
- Data entry and analysis: Enter data into databases, generate reports, and perform basic data analysis as required.
- Administrative support: Assist in preparing meeting agendas, taking minutes, organizing travel arrangements, and managing expense reports.
- Team collaboration: Collaborate with colleagues and provide support to other departments as needed, fostering a positive and cooperative work environment.
- Compliance and security: Ensure compliance with company policies and procedures, handle confidential information with discretion, and maintain security protocols.
- High school diploma or equivalent (post-secondary education in office administration or related field is a plus)
- Proven experience as an office administrator, office assistant, or in a similar administrative role
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications
- Excellent communication skills, both verbal and written
- Strong organizational and time management abilities
- Attention to detail and accuracy in work
- Ability to multitask, prioritize tasks, and meet deadlines
- Discretion and ability to handle confidential information
- Positive attitude, professionalism, and strong work ethic
- Team player with excellent interpersonal skills
- 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
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
Here are some frequently asked questions to help you gain a better understanding of this Office administrator:
What does an office administrator do?
An office administrator is responsible for managing various administrative tasks to ensure the smooth and efficient operation of an office. This includes tasks such as managing communication, greeting visitors, organizing appointments and meetings, maintaining office supplies, preparing documents, and assisting in office events and projects.
What skills are required to become an office administrator?
To become an office administrator, you should have excellent communication skills, both verbal and written. Strong organizational and time management skills are essential, as well as attention to detail and the ability to prioritize tasks. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is often required, along with general computer and administrative skills.
What qualifications are needed to work as an office administrator?
While a high school diploma or equivalent is often the minimum requirement, some employers may prefer candidates with post-secondary education in office administration or a related field. Previous experience as an office administrator, office assistant, or in a similar role is beneficial. Proficiency in computer applications and software commonly used in office settings is also essential.
What are the typical responsibilities of an office administrator?
The typical responsibilities of an office administrator include managing communication channels, greeting and assisting visitors, maintaining office supplies and inventory, scheduling appointments and meetings, preparing documents and reports, organizing files and records, coordinating office events, and collaborating with other team members to ensure smooth operations.
What qualities make a successful office administrator?
A successful office administrator possesses strong organizational and time management skills, attention to detail, and the ability to multitask. They should be reliable, proactive, and able to work independently as well as part of a team. Excellent communication and interpersonal skills are essential, as they interact with various individuals both within and outside the organization.
Is confidentiality important for an office administrator?
Yes, confidentiality is crucial for an office administrator. They often handle sensitive information such as employee records, financial documents, and company data. It is essential for an office administrator to maintain confidentiality and handle information with the utmost discretion and professionalism.