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Hays

Office Administrator

Toronto, ON, Canada
North York, ON, Canada

$60,000 to $65,000 CAD / year · Part-time

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Job details

Pay: $60,000 to $65,000 CAD / year
Job type: Part-time
Apply by: Nov 8, 2026
Posting language: English
Posted: Oct 9, 2026

Original job description

Part Time Office Administrator - North York - Onsite Parking & TTC Accessible

PART TIME HOURS: The core hours required will be 9:30am-3:30pm. This is a permanent part-time position.

Compensation: $60,000-$65,000 (full time equivalent) + discretionary bonus + 3 weeks vacation + benefits plan

Job description

As the Office Administrator, you will be the first point of contact with visitors and guests to our office. You will need to be professional, efficient, high-energy, and highly self-motivated. You will be required to assist all departments as needs arise.

PRIMARY RESPONSIBILITIES:

Greet all visitors, interpret the nature of their business and direct or assist them accordingly;
Provide administrative support as needed; facilitate meeting scheduling and coordination with internal and external teams
Answer and route telephone calls and inquiries in a tactful and pleasant manner, check telephone messages each morning and direct to the appropriate person or department;
Monitor all incoming electronic invoices and ensure they are distributed to the appropriate parties. This function may involve follow-up calls to vendors.
Review incoming mail, separate CEO & President’s mail and pass to Assistant, open, date stamp, project stamp all invoices, sort and distribute to employees daily;
Incoming mail to be scanned and sent to appropriate staff;
Sort and distribute incoming deliveries;
Arrange for incoming/outgoing couriers and distribute incoming documents daily;
Order all office supplies as needed;
Keep kitchen, boardrooms and both photocopier areas clean, tidy and stocked throughout the day;
Order food/drinks for meeting luncheons as needed;
Order coffee supplies bi-weekly; service calls for coffee machines as required;
Maintain the Canon copier, make service/maintenance calls, & order copy paper, approve and code invoices as needed;
Provide keys for delivery/service workers to various areas of the building;

Accounting department A/P:

Release cheques scheduled for pick-up and have person/courier sign the cheque binder upon pick-up; follow-up with company if cheques are not collected within 3 business days;
Prepare monthly allocation schedule in Excel for Corporate suppliers where breakdown between properties/projects is required, ensuring that total allocations balance to the invoice received;
First responder to requests from suppliers for cheque payment inquiries. Inquire when and how they submitted the payment, take inquirer details and direct information to appropriate staff.

Requirements:

Proven experience as an office administrator or in a similar role
Strong organizational and multitasking skills
Excellent communication and interpersonal abilities
Proficient in using office software (e.g., MS Office)
Knowledge of basic budgeting principles
Ability to prioritize tasks and meet deadlines
Attention to detail and problem-solving skills
Additional qualifications in office administration are preferred

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More about this job

Responsibilities

Serve as the first point of contact for visitors and calls, provide administrative support, coordinate meetings, and manage mail, deliveries, office supplies, and shared spaces. Support accounts payable by handling cheque pickups and supplier inquiries, and prepare monthly supplier allocation schedules in Excel.

Requirements

Candidates should have experience as an office administrator or in a similar role, strong organizational and multitasking abilities, and excellent communication and interpersonal skills. Proficiency with office software, basic budgeting knowledge, attention to detail, prioritization, and problem-solving are required; additional office administration qualifications are preferred.

Skills

Organization
Multitasking
Communication
Interpersonal Skills
Microsoft Office
Basic Budgeting
Task Prioritization
Deadline Management
Attention to Detail
Problem-Solving
Meeting Coordination
Invoice Processing
Mail and Delivery Handling
Office Supply Management
Accounts Payable
Excel

Benefits

Discretionary Bonus
Three Weeks Vacation
Benefits Plan
Onsite Parking

Visa sponsorship

Not detected in the job text

Keywords

Office Administration
Microsoft Office
Excel
Accounts Payable
Invoice Processing
Supplier Inquiries
Cheque Processing
Invoice Allocation
Meeting Coordination
Telephone Routing
Visitor Reception
Mail Distribution
Courier Coordination
Office Supplies
Vendor Follow-Up
Basic Budgeting
Administrative Support
On-Site Parking
Part-Time

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