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Payroll & Settlements Administrator
Transx Ltd
Rosser, MB
The TransX Group of Companies has an exciting opportunity for a Payroll & Settlements Administrator to join the Human Resources department. The Payroll & Settlements Administrator is…
Payroll Administrator – International Company
Groupe Montpetit Ressources Humaines Inc
Montreal, Quebec
Full-time
This is an excellent opportunity to join an internationally active organization, collaborate on payroll processing and administration, and work as part of a dynamic team.
Payroll Administrator
Swim Recruiting
Surrey, BC
60,000 to 72,000 CAD / year
Contract
Our client is a successful, reputable, stable, and well-established Canadian company. The company is looking for a new Payroll Administrator who will process a large payroll across Canada.…
Payroll Administrator
PFX Group
Montreal, Quebec
As Payroll Administrator, you will be responsible for the accurate and timely processing of payroll across our Canadian and U.S. locations. Working closely with the Payroll Manager, you…
Payroll Administrator
The Universal Group
Langley (District), BC · Langley, British Columbia
Full-time
Are you an experienced Payroll Administrator with a passion for accuracy and exceptional service? Do you thrive in a fast-paced environment and enjoy ensuring employees are paid accurately…
Payroll Administrator (Non-Union)
Gateway Casinos Corporate Office
Burnaby, BC
Full-time
The Payroll Administrator ensures that all aspects of the payroll cycle are processed in a timely and accurate manner in accordance with the Company, union and government policies, terms…
Payroll Administrator
Metro Supply Chain
Montreal, QC
Full-time
The payroll Administrator is responsible for the accurate and timely processing of payroll for employees, ensuring compliance with federal and provincial regulations.
Accounting & Payroll Administrator
Hays
Guelph, ON
50,000 to 60,000 CAD / year
Full-time
As the Accounting & Payroll Administrator, you will play a key role within the finance team, supporting payroll, accounts payable, accounts receivable, compliance, and general accounting…
Added 2 hours ago
Payroll Administrator
Fuel It Refuelling
Montreal, QC · Saint-Laurent, Quebec
Full-time
We are seeking a dynamic and detail-oriented Payroll Administrator to join our team! In this vital role, you will manage payroll processing with precision, ensuring employees are paid…
Payroll Administrator
GolfNorth Properties
Conestogo, ON
58,000 to 65,000 CAD / year
Full-time
Our team is seeking a detail-oriented and experienced Payroll Administrator to join the team. When you join us as a Payroll Administrator, you’ll be tasked with ensuring that all of our…
Payroll & Accounts Payable Administrator
MGM Mechanical Ltd
Victoria, BC
55,000 to 75,000 CAD / year
Full-time
The Payroll & Accounts Payable Administrator is responsible for end-to-end payroll processing, employee onboarding/offboarding logistics, supporting accounts payable, and assisting with…
Human Resource Payroll Administrator
Government of Saskatchewan
Regina, SK
The HRSC is seeking multiple analytical, resourceful, detail-oriented payroll professionals to join us as Human Resource Payroll Administrators (HRPA) in a permanent opportunity. As a…
Human Resource Payroll Administrator
Government of Saskatchewan
Regina, SK
The HRSC is seeking multiple analytical, resourceful, detail-oriented payroll professionals to join us as Human Resource Payroll Administrators (HRPA) in a permanent opportunity. As a…
Payroll Administrator
GolfNorth Properties
Conestogo, ON
58,000 to 65,000 CAD / year
Full-time
Our team is seeking a detail-oriented and experienced Payroll Administrator to join the team. When you join us as a Payroll Administrator, you’ll be tasked with ensuring that all of our…
Payroll Administrator
University Health Network
Toronto, ON
Full-time
This role reports directly to the Supervisor and will be representing People and Culture on a regular basis as a day to day contact for managers and employees of the organization. The…
Office Administrator and Executive Assistant
Nurse Next Door
ON · MISSISSAUGA, Ontario
Full-time
We are seeking a warm, highly organized, and resourceful Office Administrator and Executive Assistant to manage the day-to-day functions of our office and provide direct executive support…
Office Administrator and Executive Assistant
Nurse Next Door Home Care Services – Mississauga
Mississauga, ON
Full-time
We are seeking a warm, highly organized, and resourceful Office Administrator and Executive Assistant to manage the day-to-day functions of our office and provide direct executive support…
Administrator Payroll (12 Month Contract)
Sobeys
Stellarton, NS
Contract
Sobeys is full of exciting opportunities, and we are always looking for bright new talent to join our team! We currently have an opportunity for a 12 months contract as Payroll…
Administrator Payroll (contract)
Sobeys Capital Incorporated or a Franchise/Affiliate / ou une franchise/société affiliée
Stellarton, NS
Sobeys is full of exciting opportunities, and we are always looking for bright new talent to join our team! We currently have an opportunity for a 6 months contract as Payroll Administrator…
Salary Payroll Administrator
Bird Construction
Winnipeg, MB
Full-time
Salary Payroll AdministratorAs a member of the Payroll team, you will ensure the company’s payroll is processed in a timely and accurate manner and in accordance with Company and government…
Payroll Administrator (6-Month Contract)
Ledcor
Vancouver, BC
Full-time
You are a Payroll Administrator, who will be responsible for assisting the payroll team with processing union and non-union payrolls in different pay cycles in a timely and accurate manner.…
Payroll Administrator (6-Month Contract)
Ledcor
Edmonton, AB
Full-time
You are a Payroll Administrator, who will be responsible for assisting the payroll team with processing union and non-union payrolls in different pay cycles in a timely and accurate manner.…
Administrator, Payroll
OEG Inc.
Edmonton, AB
Full-time
Reporting to the Manager, Payroll & Benefits, and focusing on OEGRC (OEG Retail Cannabis), this role would be responsible for processing payrolls accurately, on a timely basis, while…
Administrator, Payroll
OEG Inc.
Edmonton, AB
Full-time
Reporting to the Manager, Payroll & Benefits, and focusing on OEGRC (OEG Retail Cannabis), this role would be responsible for processing payrolls accurately, on a timely basis, while…
Payroll Administrator
Blake, Cassels & Graydon LLP
Toronto, ON
Full-time
Blake, Cassels & Graydon LLP (Blakes), one of Canada’s largest and most successful law firms, has an immediate opening for a Payroll Administrator to join the Finance department in the…

Nurse Next Door

Office Administrator and Executive Assistant

ON, Canada
MISSISSAUGA, ON, L5B 2V2, Canada

Full-time

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At a glance

Automatically prepared from the listing. Check the original description for the full requirements.

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Responsibilities

The role involves managing daily office operations, providing executive support to leadership, and overseeing financial administration. Additionally, the position is responsible for caregiver recruitment, onboarding, and maintaining a paperless electronic filing system.

Requirements

Candidates should have previous experience in office administration, executive assistance, or a similar service-oriented role. Proficiency in digital office tools, strong organizational skills, and the ability to handle confidential information with professionalism are required.

Experience

2 to 5 years

Working hours

40 hours per week

Job type

Full-time

Work arrangement

On-site

Skills

Office Administration
Executive Support
Financial Administration
Caregiver Recruitment
Customer Service
Recordkeeping
Payroll Support
Microsoft Office
Google Workspace
Digital Document Management
Communication
Time Management
Attention To Detail
Scheduling
Problem Solving
Confidentiality

Benefits

Company Health Spending Account

Minimum pay

$58,000

Maximum pay

$65,000

Pay currency

CAD

Pay period

YEAR

Visa sponsorship

Not detected in the job text

Keywords

Office Administrator
Executive Assistant
Operations Management
Financial Administration
Caregiver Recruitment
Onboarding
Paperless Office
Cloud-based Systems
Customer Service
Payroll Administration
Accounts Payable
Accounts Receivable
Microsoft Office
Google Workspace
Digital Records
Scheduling
Administrative Controls
Vendor Management
Confidentiality
Professionalism
Time Management
Data Entry
Reporting
Invoicing
Expense Management
Communication
Problem Solving
Organization
Attention To Detail
Healthcare

Original job description

Office operations, executive support, finance administration, and Caregiver recruitment

Employment

Full-time, in-office

Location

101 Queensway W, Mississauga, Ontario - across from Mississauga Hospital

Schedule

Monday to Friday

Compensation

$58,000-$65,000 annually, commensurate with experience and qualifications

Benefits

Company Health Spending Account

Position Summary

We are seeking a warm, highly organized, and resourceful Office Administrator and Executive Assistant to manage the day-to-day functions of our office and provide direct executive support to the Principal, Managing Director, and Care Designers.

This is a highly visible, customer-facing position. The successful candidate will often be the first point of contact for clients, families, Caregivers, candidates, vendors, and other members of the community. They must create a welcoming and professional experience, both in person and over the telephone.

The role combines the responsibilities of an Office Operations Manager with those of an Executive Assistant. It includes office operations, administrative controls, financial administration, Caregiver recruitment and onboarding, management of the Principal's email inbox, and coordination of executive schedules and communications.

We are a paperless organization. The successful candidate must be comfortable working with electronic records, digital documents, cloud-based systems, and technology-enabled administrative processes.

Key Responsibilities

Reception and Customer Service

Serve as a welcoming and professional first point of contact for the organization.
Answer and manage incoming telephone calls promptly, warmly, and professionally.
Respond to general inquiries and direct calls to the appropriate team member.
Take accurate messages and ensure urgent or important matters receive timely attention.
Welcome clients, families, Caregivers, candidates, vendors, and other visitors.
Communicate with empathy, patience, and professionalism, particularly when assisting clients and families.
Help resolve routine questions and concerns while escalating sensitive or complex matters appropriately.
Maintain a positive and professional environment for everyone who contacts or visits the office.

Office Operations and Administration

Oversee the day-to-day operation of the office and ensure it runs efficiently and professionally.
Maintain office supplies, equipment, records, and administrative systems.
Coordinate repairs, maintenance, technology support, and other office services.
Manage relationships with vendors, service providers, building management, and other external contacts.
Manage incoming and outgoing mail, deliveries, documents, and general correspondence.
Support and maintain a paperless office environment by organizing records electronically, digitizing incoming documents, and minimizing the creation and storage of paper files.
Maintain secure, accurate, and well-organized electronic filing systems.
Coordinate office meetings, events, and team activities.
Maintain office calendars, contact lists, directories, forms, and administrative resources.
Ensure office policies and administrative procedures are followed consistently.
Develop and improve office procedures, workflows, forms, checklists, and administrative systems.
Monitor outstanding administrative matters and ensure they are completed on time.
Provide general administrative support to the wider team as required.

Administrative Controls and Recordkeeping

Maintain accurate, complete, and well-organized electronic business, employee, Caregiver, client, and vendor records.
Establish and maintain administrative controls to ensure documents are properly prepared, approved, securely stored, and retained.
Monitor deadlines, renewals, contracts, certificates, licences, and other important business documents.
Maintain confidentiality and ensure sensitive information is stored and shared appropriately.
Track required documentation and follow up on missing, incomplete, or expired records.
Prepare administrative reports, trackers, spreadsheets, and summaries for management.
Help ensure company policies, approval processes, and recordkeeping requirements are consistently followed.
Support internal reviews and provide organized digital documentation when requested.
Identify administrative gaps or risks and bring them to the attention of the appropriate leader.
Maintain current electronic templates for letters, agreements, forms, checklists, and other recurring documents.

Finance Operations and Administration

Support the day-to-day financial administration of the business.
Receive, review, organize, and process invoices, receipts, expense reports, and payment requests.
Confirm that expenses and invoices have the required supporting documents and approvals.
Track accounts payable and follow up on outstanding invoices or approvals.
Assist with client billing, invoice preparation, and accounts receivable follow-up as directed.
Record and categorize business expenses accurately.
Reconcile receipts, invoices, credit card transactions, and other financial records.
Maintain organized electronic financial files and supporting documentation.
Assist with bank deposits and other routine financial administration, where applicable.
Prepare regular financial trackers and summaries for the Principal and Managing Director.
Support payroll administration by collecting, reviewing, and submitting approved hours, changes, and supporting information.
Help maintain accurate Caregiver and employee information required for payroll.
Coordinate with the company's bookkeeper, accountant, payroll provider, and financial institutions as authorized.
Provide requested records and supporting documents for bookkeeping, accounting, tax preparation, insurance, and audits.
Monitor payment deadlines and bring overdue or unusual items to management's attention.
Follow established authorization and financial-control procedures.
Handle financial information with accuracy and confidentiality.

Executive Assistance

Provide executive and administrative support to the Principal, Managing Director, and Care Designers.
Manage the Principal's email inbox, including reviewing, organizing, prioritizing, flagging, and responding to messages as authorized.
Recognize urgent, important, or sensitive correspondence and ensure it receives timely attention.
Draft, edit, and proofread emails, letters, reports, presentations, and other communications.
Manage executive calendars, schedule meetings, coordinate appointments, and resolve scheduling conflicts.
Prepare meeting agendas, documents, briefing notes, and follow-up materials.
Attend meetings when requested, take notes, document decisions, and track action items.
Coordinate travel arrangements, reservations, itineraries, and related logistics when required.
Follow up on deadlines, commitments, and outstanding matters on behalf of the executives.
Handle confidential executive, employee, client, financial, and business information appropriately.
Anticipate executive needs and proactively address administrative issues.

Caregiver Recruitment and Onboarding

Support the recruitment of new Caregivers, including preparing and posting job opportunities.
Receive and review applications based on established position requirements.
Conduct or coordinate initial candidate screening and arrange interviews.
Communicate warmly and professionally with candidates throughout the recruitment process.
Coordinate reference checks, background checks, credential collection, and other pre-employment requirements.
Prepare offer letters, onboarding documents, orientation materials, and electronic personnel files.
Ensure required employment, payroll, and compliance documents are completed accurately and stored securely.
Coordinate onboarding schedules, introductions, orientation, training, and follow-up activities.
Maintain accurate and confidential electronic Caregiver records.
Track credentials, training records, background checks, agreements, and other required documents.
Monitor outstanding or expiring documents and follow up with Caregivers as needed.
Help ensure new Caregivers are properly prepared for their assignments.
Support ongoing Caregiver recruitment, communication, and engagement initiatives.

Qualifications and Experience

Previous experience in office administration, office operations, office management, executive assistance, financial administration, customer service, recruitment coordination, or a comparable position.
Strong customer service skills and confidence communicating by telephone and in person.
Experience supporting senior leaders and managing important or confidential communications.
Experience with invoicing, expense administration, recordkeeping, payroll support, or bookkeeping coordination.
Excellent written and verbal communication skills.
Strong organizational, prioritization, and time-management abilities.
Excellent attention to detail and consistent follow-through.
Strong numerical accuracy and comfort working with financial documents and spreadsheets.
Sound judgment and the ability to recognize urgent or sensitive matters.
Ability to remain calm, helpful, and professional in a busy environment.
Comfort managing multiple priorities and frequent interruptions.
Proficiency with Microsoft Office or Google Workspace, including email, calendars, documents, and spreadsheets.
Comfort working in a paperless environment using electronic records, digital documents, cloud-based filing systems, and online administrative tools.
Comfort using AI tools to support communication, organization, research, document preparation, and administrative efficiency is an asset.
A willingness to learn and responsibly adopt new technologies is an asset.
Experience with accounting, payroll, scheduling, or customer relationship management systems is an asset.
Ability to learn new systems and processes quickly.
Experience in home care, healthcare, staffing, hospitality, or another service-oriented organization is an asset.
Experience supporting recruitment and employee onboarding is an asset.
Willingness and availability to occasionally assist with answering telephone calls remotely from home on weekends is an asset.

Key Attributes

Warm, friendly, polished, and approachable.
Passionate about delivering excellent service.
Confident and professional when answering telephones and welcoming visitors.
Patient, empathetic, and comfortable communicating with clients and families.
Highly organized and attentive to detail.
Accurate and comfortable working with financial and administrative information.
Comfortable using technology and managing information digitally.
Proactive, resourceful, and solutions-focused.
Calm and dependable under pressure.
Trustworthy and able to maintain confidentiality.
Skilled at recognizing priorities and exercising sound judgment.
Comfortable working independently while collaborating closely with others.
Willing to take ownership of responsibilities and see them through to completion.

Measures of Success

Clients, families, Caregivers, candidates, and visitors receive a warm and professional experience.
Telephone calls and inquiries are answered promptly and handled appropriately.
The office is well organized, efficient, professional, and paperless.
Electronic records are accurate, current, and securely maintained.
Invoices, expenses, payroll information, and supporting documents are processed accurately and on time.
Important emails, appointments, and executive priorities are addressed promptly.
The Principal, Managing Director, and Care Designers receive reliable support.
New Caregivers receive a smooth, welcoming, and well-documented recruitment and onboarding experience.
Administrative controls and approval procedures are followed consistently.
Commitments, deadlines, renewals, and action items receive strong follow-through.

Reporting Relationship

This position reports primarily to the Principal and works closely with the Managing Director and Care Designers. The position will also coordinate with the company's bookkeeper, accountant, payroll provider, vendors, and other external service providers as required.

Employment Details

Position: Office Administrator and Executive Assistant

Employment type: Full-time

Work arrangement: In-office

Location: 101 Queensway W, Mississauga, Ontario - across from Mississauga Hospital

Regular working days: Monday to Friday

Occasional weekend support: Willingness to occasionally assist with answering telephone calls remotely from home on weekends is an asset.

Compensation: $58,000-$65,000 annually, commensurate with experience and qualifications

Benefits: Company Health Spending Account

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