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Job summary

The Office Administrator will oversee daily unit office operations, including record maintenance, vendor invoice processing, and financial reporting. They will also provide administrative support to management, handle correspondence, and assist with site services and project coordination.

Job details

Final compensation will be determined based on relevant skills, experience, qualifications, and internal equity. We are committed to offering competitive compensation and comply with all applicable pay transparency legislation. Further details regarding our total rewards offerings will be shared by the Talent Acquisition team during the hiring process. Please note that artificial intelligence–based tools may be used at certain stages of the recruitment and applicant screening process. Cover the mornings until Dec 31, 2026 working 3-5 days for 3.5 hours As an Administrative Assistant, you will: Oversee general operation of the unit office to include upkeep of operating cost records, associate files, compliance, record retention in addition to organization and filing of records and other operational supporting documentation that may be required Answer telephones and direct inquires in a professional manner Maintain confidential personnel files Assist management staff in preparing confidential employment documents, including but not limited to proposed disciplinary notices Open and route incoming mail, answers correspondence and prepares outgoing mail Assist with staffing, including finding staff when employees call out on short notice Process vendor invoices for payment - making sure there is no discrepancy in pricing Perform monthly vendor statement reconciliations Assist in preparation of end of month financial reports Attend in-service and/or safety meetings as required. Follow all safety procedures at the site. Assist with office management tasks, audits, inspections, and rounds as needed. Assist and coordinate small projects, sourcing vendors, manage vendor services and update ticketing systems for site services. Assist with site services, client applications, and programs available to the client (event requests, catering, etc) Back-up support for other administrative team members About you: Post-secondary education in Office Administration, and/or one to two years of office administration experience Strong verbal and written skills, with an ability to maintain good relationships with suppliers, staff, clients Strong computer skills and ability to learn various software programs quickly Ability to adapt to a changing and fast-paced environment Excellent interpersonal skills Ability to meet strict deadlines and take direction/feedback Microsoft Office proficiency

What you’ll do

The Office Administrator will oversee daily unit office operations, including record maintenance, vendor invoice processing, and financial reporting. They will also provide administrative support to management, handle correspondence, and assist with site services and project coordination.

Requirements

Candidates must have post-secondary education in Office Administration or one to two years of relevant experience. Proficiency in Microsoft Office and strong verbal and written communication skills are required to succeed in this fast-paced environment.

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• document preparation · Preferred
• Financial Reporting · Preferred
• interpersonal skills · Preferred
• record keeping · Preferred
• Office Administration · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Communication Skills · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Administration
• Record Keeping
• Telephone Etiquette
• Confidentiality
• Document Preparation
• Staffing
• Invoice Processing
• Financial Reporting
• Vendor Management
• Microsoft Office
• Project Coordination
• Ticketing Systems
• Data Entry
• Communication Skills
• Interpersonal Skills
• Time Management
• Statement Reconciliation
• Professionalism
• Safety Procedures
• Auditing
• Computer Literacy
• Financial Statements
• Interpersonal Communications
• Invoicing
• Office Management
• Operating Cost
• Filing

Job areas

• Administrative
• Finance & Accounting
• Management & Leadership
• Office Administrator
• Office Manager (General)
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers