Office Administrator

Office AdministratorJob Description

• Employment: Full-time
• Salary: $45,000 annual
• Hours: MON – FRI from 8:30am – 4:30pm
• Reports to: Management Team
• Location: Bay of Quinte Business Centre
• 284-B Wallbridge-Loyalist Road, Belleville
• and occasional off-site events as required

Position Summary

The Office Administrator provides centralized reception, client service, data entry, records collection, filing and routine administrative support across all of Trenval’s integrated Community Futures and Small Business Centre programs.

Key Responsibilities:Reception and Client Coordination

• Welcome all Bay of Quinte Business Centre visitors and guests.
• First point of contact for Trenval and SBC phone, email (info@), and in-person inquiries.
• Monitor assigned general inquiries and provide accurate first-level service information.
• Responsible for initial intake, appointment scheduling, and referrals to business partners.
• Escalate complex business-advisory, loans management, and sensitive matters to authorized staff.

Administrative Support

• Assist the Loans Manager with administrative tasks related to Trenval loan applications and existing loan clients.
• Assist the Accounting Manager with administrative tasks related to vendor invoices.
• Assist the Operations Manager with administrative tasks related to SBC core services and special projects.
• Assist the Entrepreneurship Officer with administrative tasks related to SBC grants, workshops, events and communications.

Systems, Data Entry and Records

• Enter client data into Customer Relationship Management software (CRM: Fern and CxTrax)
• Add vendor invoices to Accounts Payable (Sage)
• General Administration MS Office (Excel, Word, PowerPoint)
• Maintain accurate electronic and paper records, contact lists, application trackers, consent forms and supporting documents; monitor completeness and follow up on missing items as directed.
• Follow naming conventions, privacy requirements, document-retention standards, filing requirements, and quality-control checks; flag discrepancies promptly.

Qualifications and Competencies

• Applicants must be legally entitled to work in Canada and hold Canadian citizenship or permanent resident status.
• Working experience in office administration and customer service.
• Proficiency with Outlook, Microsoft 365, MS Office (Excel, Word, PowerPoint)
• Familiarity with CRM and/or financial software is an asset.
• Ability to work with diverse entrepreneurs, businesses, and community partners.
• Professional; focused on clients, team, and partners; strong communication skills, quality and productivity minded, reliable; accountable; organized; prompt escalation of discrepancies or sensitive matters. Networking as needed.

Authority, Confidentiality and Controls

This is an administrative support position, not a business advisory or signing-authority role.

Office Administrator will have access to personal, business, and program information.

The incumbent must complete applicable orientation, follow privacy and confidentiality requirements.

Working Conditions

Full-time office-based work with routine computer and telephone use.

Occasional off-site or after-hours assistance may be required for events, subject to scheduling and organizational policies.

Applicants should provide their resume and cover letter to brittany.munro@smallbusinessctr.com no later than Nov 13th, 2026. Only successful applicants will be contacted.