Office Administrator

Position Summary

Under the direction of the Sr. Contracts Manager, Canada, this position is responsible for:

• Planning and coordinating all office operations, including on-site interdepartmental support activities.
• Assisting in the development, organization, and delivery of contractual documents and proposals that establish and maintain business relationships with key corporate customers.

Principal Responsibilities

Office Operations

• Coordinate and manage day-to-day office operations, including mail triage, filing, audits, and office event planning.
• Coordinate office maintenance and improvement initiatives with IT, HR, Finance, Sales, Marketing, and other internal stakeholders.
• Support Core Value initiatives, sales meetings, and other office-related activities.
• Assist in developing and implementing strategic operational plans and best practices for the Canada office, with a focus on process improvement and cost efficiency.
• Manage office budgets, expenditures, and procurement of required supplies.
• Ensure office compliance with all applicable regulatory and legal requirements.

Contract Administration & Business Support

• Assist with customer communications and required notification filings.
• Liaise effectively with business unit stakeholders and support departments.
• Oversee the creation and maintenance of a central repository for contracts, projects, proposals, pricing documentation, and related analyses.
• Maintain electronic backup files for all proposals, pricing records, and associated documentation.
• Coordinate and monitor the proactive use of established tools and protocols between sales teams and internal business units to improve operational efficiency.
• Support and drive compliance with RFI (Request for Information) and RFP (Request for Proposal) processes, ensuring timely completion of documents required for proposals and agreements.
• Perform additional duties as assigned by the Sr. Contracts Manager.

Education & Experience Requirements

• Associate’s or Bachelor’s degree in Office Administration, Business Administration, or a related field.
• Minimum of 3 years of relevant experience, or an equivalent combination of education and experience.
• Knowledge of organizational effectiveness and operations management.
• Understanding of business and management principles and practices.
• Knowledge of financial and accounting principles.
• Knowledge of human resource principles and practices.
• Familiarity with project management principles and methodologies.
• Strong information technology skills.

Specialized Skills & Qualifications

Technical Skills

• Advanced proficiency in:
• Microsoft Excel
• Microsoft Access
• Microsoft Word
• Microsoft PowerPoint

Professional Skills

• Demonstrated leadership ability.
• Self-motivated, proactive, and creative mindset.
• Excellent written and verbal communication skills in both English and French.
• Strong time management, planning, and organizational skills.
• Strong sense of ownership, accountability, and work ethic.
• Proven analytical, statistical, problem-solving, and decision-making abilities.