Job In Canada
Office Administrator Needed In Canada By Confiance Inc
We are seeking a highly organized and detail-oriented Office Administrator to manage the day-to-day administrative operations of our office. The Office Administrator will play a pivotal role in maintaining office efficiency, coordinating administrative tasks, and providing support to staff and management. This position requires excellent communication, time management, and problem-solving skills to ensure smooth office functioning.
Job details
- Location: Calgary, AB
- Salary: 29.95 hourly / 30 hours per week
- Terms of employment Permanent employment: Full time Day, Evening, Weekend, Overtime, Morning
- Start date: Starts as soon as possible
- Vacancies 1
- Verified
Overview
Languages
English
Education
- Secondary (high) school graduation certificate
Experience
1 to less than 7 months
Responsibilities:
- Administrative Support:
- Greet visitors and direct them to the appropriate personnel or department.
- Answer phone calls and respond to inquiries promptly and professionally.
- Handle incoming and outgoing correspondence, including emails and mail.
- Office Supplies and Inventory Management:
- Monitor and maintain office supplies, ensuring sufficient stock levels.
- Keep track of inventory and order supplies as needed.
- Coordinate equipment maintenance and repairs.
- Scheduling and Calendar Management:
- Coordinate appointments, meetings, and events for staff and management.
- Prepare meeting agendas, take minutes, and distribute meeting materials as required.
- Office Communication:
- Assist in managing office communication, both internally and externally.
- Handle office email correspondence and ensure timely responses.
- Travel and Accommodation Coordination:
- Coordinate travel arrangements for staff, including flights, accommodation, and transportation.
- Records and Data Management:
- Maintain and update office records, files, and databases.
- Ensure confidentiality and data protection protocols are followed.
- Financial Support:
- Assist with budget management and expense tracking.
- Process invoices and expense reports.
- Human Resources Support:
- Assist with HR tasks, such as employee onboarding, record-keeping, and benefit administration.
- Coordinate staff training and development programs.
- Office Efficiency:
- Streamline office processes and procedures to improve overall efficiency.
- Implement and maintain office policies and procedures.
- General Office Maintenance:
- Ensure the office is clean, organized, and well-maintained.
- Address any office-related issues promptly.
Requirements:
- High school diploma or equivalent (associate’s or bachelor’s degree in business administration or related field is a plus).
- Proven experience as an Office Administrator or in a similar administrative role.
- Proficient in using office software, including Microsoft Office suite.
- Excellent communication skills, both written and verbal.
- Strong organizational and time management abilities.
- Detail-oriented with the ability to prioritize tasks effectively.
- Ability to handle confidential information with discretion.
- Problem-solving skills and a proactive approach to work.
- Professional and courteous demeanor in dealing with internal and external stakeholders.
Tasks
- Review, evaluate and implement new administrative procedures
- Establish work priorities and ensure procedures are followed and deadlines are met
- Carry out administrative activities of establishment
- Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
- Assist in the preparation of operating budget and maintain inventory and budgetary controls
- Assemble data and prepare periodic and special reports, manuals and correspondence
- Oversee and co-ordinate office administrative procedures
Experience and specialization
Computer and technology knowledge
- MS Excel
- MS Office
- MS Word
Additional information
Work conditions and physical capabilities
- Attention to detail
Personal suitability
- Efficient interpersonal skills
- Flexibility
- Organized
- Reliability
Who can apply to this job?
The employer accepts applications from:
- Canadian citizens and permanent or temporary residents of Canada.
- Other candidates with or without a valid Canadian work permit.
How to apply
By email
hr4confiance@gmail.com
Advertised until
2023-08-17
Here are some frequently asked questions to help you gain a better understanding of this Office administrator:
What is an Office Administrator?
An Office Administrator is a professional responsible for managing and overseeing the day-to-day administrative operations of an office. They play a crucial role in ensuring the smooth functioning of the office and providing support to staff and management.
What are the typical responsibilities of an Office Administrator?
Office Administrators have a wide range of responsibilities, including:
- Managing office supplies and inventory.
- Handling incoming and outgoing correspondence, such as emails and mail.
- Scheduling appointments and meetings.
- Coordinating travel arrangements.
- Maintaining office equipment and facilities.
- Managing office budgets and expenses.
- Assisting in human resources tasks, such as employee onboarding and record-keeping.
- Handling office communication and phone calls.
- Supporting staff with administrative tasks as needed.
What qualifications and skills are required to become an Office Administrator?
The qualifications and skills required for an Office Administrator position may vary depending on the employer’s specific requirements. Generally, a high school diploma or equivalent is the minimum educational requirement. Strong organizational, communication, and time management skills are essential. Proficiency in using office software (e.g., Microsoft Office suite) and attention to detail are also important qualifications.
Can Office Administrators work in different industries?
Yes, Office Administrators can work in various industries, including corporate offices, educational institutions, healthcare facilities, government agencies, and non-profit organizations. Their skills are transferable and valuable in any setting that requires administrative support.
How do Office Administrators handle multiple tasks and deadlines?
Office Administrators are skilled at multitasking and managing priorities effectively. They often use tools such as to-do lists, calendars, and task management software to stay organized and ensure that deadlines are met. Effective time management and prioritization are key to their success.
What role does an Office Administrator play in maintaining office efficiency?
Office Administrators are instrumental in maintaining office efficiency by ensuring that office supplies are well-stocked, equipment is in working order, and administrative tasks are handled promptly. They also streamline office processes and procedures to improve overall efficiency.
How do Office Administrators handle office communication and phone calls?
Office Administrators serve as the first point of contact for visitors and callers. They greet and direct visitors, answer phone calls, and handle inquiries or direct them to the appropriate personnel. They also manage office email communication and ensure prompt responses.
Can Office Administrators work in virtual or remote settings?
Yes, with the advancement of technology and remote work practices, Office Administrators can work in virtual or remote settings. They can manage tasks, coordinate schedules, and handle administrative duties from a remote location using various communication and collaboration tools.
What career advancement opportunities are available for Office Administrators?
Office Administrators can advance in their careers by gaining experience and acquiring additional skills. They may progress to roles such as Office Manager, Executive Assistant, or Administrative Coordinator. Some Office Administrators may choose to specialize in certain industries or pursue further education to expand their career options.
How do Office Administrators contribute to the overall success of an organization?
Office Administrators play a crucial role in supporting staff and management, ensuring office operations run smoothly, and maintaining a well-organized work environment. Their efficiency and attention to detail contribute to the overall success of the organization by optimizing administrative processes and enabling other employees to focus on their core responsibilities.
What are the typical work hours for Office Administrators?
The work hours for Office Administrators typically align with regular office hours, which are usually from 9:00 AM to 5:00 PM, Monday to Friday. However, some Office Administrators may work additional hours based on the organization’s needs or during busy periods.
