Office Administrator

at  Employee by Design

The Office Administrator maintains the Toronto office in good order. Key
responsibilities include overseeing building-related matters, handling corporate
supply stock and orders, dealing with mailroom duties, and providing back-up to
reception.
Additionally, this role will complete other duties as assigned by the Manager of
Insurance and Investment Administration or by the COO, on an as needed basis.

KEY ACCOUNTABILITIES

Building Management:

• Maintain the Toronto office in good working order, acting as the point of contact for any building matters, including after-hours emergencies
• Source and oversee suppliers, contractors, and vendors based on needs, such as those for maintenance services, file management, and document storage
• Liaise with inspectors, landlord, and building management
• Oversee office access and security (entry passes, parking lot processes)
• Prepare and send employee communications related to building matters
• Provide occasional support for set-up of meetings and corporate events
• Participate in the Joint Health & Safety Committee

Purchasing:

• Support budget preparation for supplies and building costs and monitor performance
• Source, order, receive, store, and track corporate supplies, ensuring appropriate stock is available on a timely basis
• Prepare and send employee communications related to supplies

Mailroom:

• Receive incoming courier packages and arrange for outgoing courier packages
• Sort incoming mail and distribute to the appropriate department or person
• Receive/distribute incoming faxes, forwarding to appropriate person/dept.
• Reception (as needed for lunch breaks – 2nd backup for full day coverage):
• Answer all incoming calls, and respond to callers’ inquiries in a positive,
• professional manner
• Redirect calls as appropriate and take clear, concise messages when required
• Greet, assist, and direct all visitors, offering refreshments

Reporting

• Reports to the Manager of Insurance and Investment Administration Work Environment
• In-office at the Toronto office – on site five (5) days per week
• Requirement to be on call after hours in rare cases of building emergency

SKILLS & QUALIFICATIONS:

Education:

• High school graduate

Experience:

• 2-5 years’ experience in office administration and support
• Experience from small- to medium-sized companies is an asset
• Switchboard and reception experience is an asset

Competencies and Attributes:

• Self-starter who takes initiative and can work independently
• Excellent verbal and written communication skills
• Strong organizational skills and ability to prioritize, multi-task, and meet
• deadlines
• Team player mindset with a proven ability to interact with all levels of management and staff
• Proficiency in Microsoft Office suite
• Ability to lift up to 30lbs to deal with incoming and outgoing courier packages and deliveries (with the use of a cart / dolly as needed)

Job Types: Full-time, Permanent
Pay: $40,000.00-$50,000.00 per year

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Ability to commute/relocate:

• North York, ON M2J 5B4: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Office management: 1 year (preferred)

Work Location: In perso

Please refer the Job description for details