Office Administrator

Your new company  

This organization is a leading Canadian real estate management platform that provides investment, asset, development, and property management services to institutional and private investors. With a strong presence across major markets, it manages a diverse portfolio of office, retail, industrial, and residential properties while delivering strategic real estate solutions tailored to clients' investment objectives. Known for its collaborative and entrepreneurial culture, the organization is committed to operational excellence, exceptional client service, and creating long-term value through innovative and proactive management practices. Employees have the opportunity to work in a dynamic, fast-paced environment where teamwork, accountability, integrity, and continuous improvement are highly valued, and where individual contributions play an important role in the success of clients, properties, and the organization as a whole.

Your new role  

• Serve as the first point of contact for clients, visitors, and employees, providing professional and courteous reception services.
• Welcome visitors, escort guests to meeting rooms, and offer refreshments as required.
• Answer, screen, and direct incoming telephone calls, taking messages and responding to general inquiries.
• Manage incoming and outgoing mail, courier packages, and deliveries, ensuring timely distribution.
• Maintain a clean, organized, and professional reception area, boardrooms, and meeting spaces.
• Coordinate meeting room bookings and support meeting logistics and scheduling requirements.
• Monitor and maintain office, kitchen, and stationery supply inventories; place orders as required.
• Assist with budget tracking, reconciliations, and reporting related to office supplies, services, and administrative expenses.
• Coordinate business card requests for new hires and existing employees.
• Troubleshoot office equipment issues and liaise with vendors to arrange repairs and maintenance services.
• Monitor office printers, copiers, and related equipment to ensure adequate supplies and functionality.
• Maintain accurate corporate contact directories and employee information records.
• Coordinate facility-related requests with building management and service providers.
• Ensure kitchens, photocopy rooms, and common areas remain clean, organized, and fully stocked.
• Coordinate document shredding services and maintain secure records disposal processes.
• Support employee onboarding by preparing welcome packages and maintaining employee contact lists.
• Assist with office maintenance initiatives, including carpet cleaning, plant care, and workspace organization.
• Prepare and process expense reports for designated team members through the expense management system.
• Train and provide guidance to temporary staff and coordinate administrative coverage during employee absences.
• Coordinate catering arrangements and logistics for meetings, training sessions, and corporate events.
• Support the planning and execution of local and national company events, including venue selection, catering, invitations, and event coordination.
• Assist with office relocations, reconfigurations, and workplace expansion projects.
• Provide administrative support for special projects and other duties as assigned.
• Assist Property Administrators with the sorting, distribution, filing, posting, and processing of corporate and property-level invoices.

What you'll need to succeed  

• Minimum 2-3 years of experience in reception, office administration, customer service, and office operations support.
• Demonstrated ability to manage multiple priorities, multitask effectively, and work independently in a fast-paced environment.
• Strong commitment to delivering exceptional customer service with a positive, professional, and enthusiastic attitude.
• Proven ability to take ownership of responsibilities, exercise sound judgment, and work both independently and collaboratively within a team environment.
• Excellent verbal and written communication skills, with the ability to interact professionally with employees, clients, vendors, and visitors.
• Experience drafting professional correspondence, preparing reports, and developing presentations using a variety of source materials.
• Advanced proficiency with Microsoft Office Suite, including Word, Outlook, PowerPoint, and Excel.
• Experience with Canva or other design and content creation tools is considered an asset.
• Strong organizational skills with a high level of accuracy, attention to detail, and commitment to quality.
• Demonstrated ability to complete tasks in a thorough, timely, and efficient manner while meeting deadlines.
• Dependable and reliable with a strong attendance record and consistent follow-through on commitments.
• Strong problem-solving skills with the ability to identify issues and implement practical solutions.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Adaptable and flexible, with the ability to respond effectively to changing priorities and operational needs.

What you'll get in return  

You will have the opportunity to work with a talented team of professionals in a dynamic and supportive environment. Client is offering competitive compensation, professional development opportunities, and the chance to make a significant impact on our clients' success.

What you need to do now  

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.