The Office Administrator serves as the backbone of the office operations, ensuring an efficiently run workspace that supports both front office and production staff. As a vital bridge between various departments and external vendors, this role embodies the importance of meticulous planning, organization, and effective communication.
- Maintain and follow up tasks on company's task management system to track task status, follow up and create new requests.
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Assist in Procurement and provide support to the Project manager in tracking orders, arranging transportation for material delivery, co-ordinate with suppliers on active purchase orders and reviewing delivery slips.
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Maintain and monitor office supply inventory levels; place orders as required; and arrange for servicing of office equipment
- Order and track ad-hoc project orders using company's order management system
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Assist in the preparation of operating budget and maintain inventory and budgetary controls.
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Coordinate the logistical aspects of departmental programs such as meetings, seminars, workshops, special projects, and events
- Accurately and appropriately file correspondence, invoices, and receipts
- Assist with jobsite administration duties, such as timesheet completion, and any daily logs that need to be maintained
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Oversee day-to-day operations including maintenance, mailing, shipping, and equipment management.
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Coordinate with IT on all office equipment-related matters.
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Handle vendor relationships and ensure timely payments of invoices.
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Implement and maintain organized filing and record-keeping systems, ensuring data security and accessibility.
- Schedule, coordinate, and prepare for meetings, appointments, and presentations.
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Serve as a welcoming point for visitors and provide general assistance.
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Handle customer inquiries and complaints with professionalism.
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Take an active role in company event planning and execution.
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Team Leadership & HR Partnership:
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Efficiently allocate and supervise tasks among office staff, monitor performance, and provide guidance.
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Collaborate with HR on staff recruitment, training, performance evaluation, and staff relations.
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Develop, refine, and enforce office policies and procedures, regularly assessing against performance metrics.
- Demonstratable experience in office management and/or administrative roles
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Proficient in MS office and other relevant software packages
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Experience in Manufacturing is an asset
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Experience in Task Management software (Wrike preffered, Microsoft Teams) and Accounting Software (Microsoft Dynamics) is an asset.
- Skillset:
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In-depth knowledge of standard office procedures, systems and industry best practices
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Exceptional organizational skills, with the ability to multitask and prioritize.
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Strong critical thinking and problem-solving capabilities
- Proactive and self-driven, keen on taking initiatives.
- Excellent communication skills both written and verbal
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Adept at fostering a positive working environment and mentoring staff
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Specialized knowledge:
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Understanding of clerical practices, HR management, business principles, and financial management
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Knowledge of Building envelope industry is an asset
