High Paying Job: office administrator Job in Canada by Reliance Immigration Inc.

Key Responsibilities:

1. Office Operations and Management:
   • Oversee the day-to-day administrative operations of the office, ensuring everything runs efficiently.
   • Manage office supplies, including ordering and maintaining inventory, ensuring the office is properly stocked.
   • Handle office equipment maintenance and repairs, coordinating with service providers and technicians.
   • Ensure the office is clean, organized, and well-maintained, and that office space is optimally used.
2. Administrative Support:
   • Provide general administrative support to staff and senior leadership, including scheduling meetings, managing calendars, and preparing reports.
   • Prepare documents, correspondence, presentations, and spreadsheets as required.
   • Organize and maintain both digital and physical filing systems, ensuring documents are stored properly and easily accessible.
   • Coordinate travel arrangements, including booking flights, accommodations, and transportation for team members.
   • Assist with expense reporting and invoice processing.
3. Communication and Coordination:
   • Serve as the main point of contact for internal and external communication, including phone calls, emails, and messages.
   • Greet visitors, clients, and vendors, ensuring a professional and welcoming office environment.
   • Coordinate meetings, conference calls, and appointments, ensuring all logistical aspects are managed (e.g., meeting rooms, materials, technology setup).
   • Relay important information to staff, executives, and external partners, ensuring clear and consistent communication.
4. Human Resources Support:
   • Assist in onboarding new employees, including preparing documentation, organizing training, and ensuring office access.
   • Maintain employee records, including leave, benefits, and attendance records.
   • Support payroll processing, benefits administration, and any HR-related tasks.
   • Assist in maintaining compliance with workplace regulations and health & safety standards.
5. Financial and Budget Management:
   • Track office expenditures and assist with budget preparation for office supplies, events, and services.
   • Process invoices, track payments, and manage petty cash.
   • Help with financial reporting and managing vendor contracts and relationships.
6. Event Planning and Coordination:
   • Organize and coordinate office events such as meetings, company lunches, team-building activities, and client visits.
   • Handle logistics for events, including booking venues, ordering food, and arranging transportation.
   • Assist in the planning of special company events like holidays, parties, and seminars.
7. Vendor and Supplier Management:
   • Manage relationships with office service providers and suppliers, including cleaning, catering, and maintenance companies.
   • Negotiate and manage contracts with vendors, ensuring that services are delivered on time and within budget.
   • Ensure timely payments to suppliers and maintain records of contracts and agreements.
8. Health and Safety Compliance:
   • Ensure the office environment complies with health and safety regulations, including fire drills, emergency protocols, and first-aid kits.
   • Coordinate office-wide health and safety initiatives and maintain records related to workplace safety.
9. Technology and Systems Management:
   • Oversee the management of office technology, including computers, printers, phones, and other equipment.
   • Coordinate IT support when necessary and manage software subscriptions.
   • Ensure that staff have access to the tools and technology needed to complete their work efficiently.
10. Customer Service and Client Relations:
    • Provide excellent customer service to clients, visitors, and external stakeholders.
    • Handle client inquiries, provide information about products/services, or direct them to the appropriate team members.
    • Ensure a professional and positive experience for anyone interacting with the office

Tasks

• Review and evaluate 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
• 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
• Perform data entry
• Train staff
• Oversee and co-ordinate office administrative procedures
• Resolve conflict situations
• Monitor and evaluate

Supervision

• 3-4 people

Experience and specialization

Computer and technology knowledge

• Quick Books
• Accounting software
• MS Excel
• MS Office
• MS PowerPoint
• MS Word

Additional information

Personal suitability

• Excellent oral communication
• Organized
• Time management
• Team player

Qualifications:

• Education:
  • A high school diploma or GED is typically required.
  • A bachelor’s degree in business administration, management, or a related field is often preferred but not always necessary.
  • Certification in office management or project management (e.g., Certified Administrative Professional – CAP) may be a plus.
• Experience:
  • Proven experience in office administration or in a similar administrative role (typically 2+ years).
  • Experience handling multiple tasks, managing office equipment, and providing support to senior management.
  • Familiarity with office software (Microsoft Office Suite, Google Workspace) and office equipment.
• Skills:
  • Organization: Strong organizational skills with the ability to manage multiple priorities and projects simultaneously.
  • Communication Skills: Excellent verbal and written communication skills for interacting with staff, management, clients, and vendors.
  • Time Management: Ability to prioritize tasks, manage deadlines, and work efficiently in a fast-paced environment.
  • Problem-Solving: Strong ability to handle challenges and find solutions to office-related issues.
  • Tech-Savvy: Proficiency in office software (MS Word, Excel, PowerPoint) and the ability to adapt to new technology or systems.
  • Attention to Detail: Careful attention to detail when managing documents, finances, and schedules.
  • Customer Service: Excellent interpersonal skills and the ability to provide outstanding service to clients, visitors, and employees.

Preferred Skills:

• Knowledge of office management systems and procedures (e.g., project management tools like Trello or Asana).
• Familiarity with HR software, accounting software, or other specialized office tools (e.g., QuickBooks, ADP).
• Basic accounting skills for managing budgets and processing invoices.
• Ability to work independently and take initiative when needed.

Work Environment:

• Location: Office administrators typically work in office environments, including corporate offices, non-profits, government agencies, or small businesses.
• Hours: Full-time positions with standard business hours (9 a.m. to 5 p.m.), although some flexibility may be required depending on office needs or events.
• Physical Demands: The role may involve some physical activities, such as arranging meetings, managing supplies, or setting up events. Generally, the job is office-based with limited physical strain.
• Team Dynamics: Office administrators often work independently but also collaborate with other administrative staff, HR, IT, and department heads to ensure smooth office operations.

Career Growth:

• Advancement: With experience, office administrators can advance to higher positions such as Office Manager, Operations Manager, or Executive Assistant.
• Specialization: An office administrator may choose to specialize in certain areas, such as human resources, finance, or project management.
• Leadership Roles: Some may move into Office Director, Facilities Manager, or other managerial roles depending on their interests and skills.

Key Traits of a Successful Office Administrator:

• Proactive: Anticipates the needs of the office and takes action without being asked.
• Adaptable: Flexible in dealing with unexpected situations or last-minute changes.
• Dependable: Reliable and consistent in managing office operations and supporting team members.
• Approachable: Personable and able to maintain positive relationships with employees, clients, and external partners.