Office Administrator- job post

Job Overview
We are seeking a detail-oriented and highly organized Office Administrator to join our team. The ideal candidate will play a crucial role in ensuring the smooth operation of our office, particularly within a dental setting. This position requires proficiency in various administrative tasks, including data entry, managing phone systems, and maintaining organized files. The Office Administrator will be responsible for supporting daily operations and enhancing the overall efficiency of the office.

Duties

Administrative Support:

Manage correspondence, including emails, mail and phone calls.
Maintain and organize office files, records, and documents.
Prepare, edit, and format documents, presentations, and reports.
Oversee and ensure currency of WSIB, Insurance Certificate, submit applications for renewal.
Apply for personnel security clearances, fill out security request forms.
Other support administrative tasks assigned from time to time.
Office Management:

Oversee the inventory of office supplies and coordinate with vendors for replenishments.
Schedule and coordinate meetings, appointments, and travel arrangements for team members.
Project Assistance:

Support project teams with document control, including filing, logging, and tracking project documentation.
Coordinate with Engineering staff to ensure that project documentation adheres to company standards.
Assist in tracking project timelines, deliverables, and deadlines.
Create project folders on the cloud server.
Financial Administrative Support:

Bookkeeping using Intuit QuickBooks Online platform including preparation of project estimates, purchase orders, processing expenses, timesheets, accounts payable and receivable.
Assist with budget tracking and expense reconciliation.
Maintain payroll.
Follow-up on outstanding invoicing.
Provide support and assistance to accountant with quarterly and annual filings.
Business Development

Assist with the preparation of proposal by putting together proposal documents, filling out forms, compiling required certificates and documents
Screen online portals for potential opportunities, send requests to sub-consultants.
Contract Administration Support

Provide required documentation (security clearances, WSIB, insurance) in accordance with the client’s requirements.
Prepare contracts (CCDC) for new projects.
Assist with the preparation of construction paperwork including payment certification, meeting minutes, project schedule, etc.
Qualifications

2+ years in administrative or office management role, ideally with the engineering industry.
Completion of secondary or post secondary education in Canada.
Education in business administration or related field is preferred.
Available for work in office (Etobicoke).
Strong organizational, time-management, and multitasking skills.
Excellent communication and interpersonal skills.
Attentiveness to details is a must.
Basic understanding of project management principles is a plus.
Proficient with QuickBooks Online, MS Office, Office 365 (one drive, SharePoint).
If you are passionate about contributing to an efficient office environment and possess the necessary skills, we encourage you to apply for this exciting opportunity.

Job Type: Full-time

Pay: $50,000.00-$60,000.00 per year

Benefits:

Casual dress
Company events
Flexible schedule
On-site parking
Paid time off
Work from home
Flexible language requirement:

French not required
Schedule:

Monday to Friday
Experience:

Administrative: 1 year (preferred)
Work Location: In person

Expected start date: 2025-07-07 Read more