Office Administrator

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