Quinte West, Ontario, Canada · On-site
$28/hr–$31/hr
Job Summary: The Office Administrator will serve as the first point of contact for visitors and play a key role in keeping the office running smoothly through strong attention to detail, follow-through, and proactive sup…
Skills: Office Administration, Front Office Management, Calendar Management, Professional Communication, Digital Filing
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The Office Administrator serves as the first point of contact for visitors and manages daily front-office operations. Key duties include coordinating supplies, handling mail, scheduling conference rooms, and providing administrative support to the team.
Candidates need at least 2 years of administrative experience and proficiency with standard office tools. Strong organizational skills, professional communication, and reliable transportation are required.
Job Summary:
The Office Administrator will serve as the first point of contact for visitors and play a key role in keeping the office running smoothly through strong attention to detail, follow-through, and proactive support. We are also looking for someone who is comfortable with technology and interested in leveraging tools (including AI) to improve efficiency. This role is essential to maintaining a smooth and professional office environment. The ideal candidate is organized, reliable, and takes pride in supporting a well-run workplace.
Essential Duties and Responsibilities
Front Office & Daily Operations
● Answer and direct incoming phone calls in a professional manner
● Greet and assist visitors, clients, and vendors
● Maintain a polished and organized front office environment
● Manage company email and general office communications
Office Coordination & Supplies
● Order and restock office and kitchen supplies
● Maintain organization of common areas (kitchen, conference rooms, supply areas)
● Ensure the office remains clean and presentable (in coordination with cleaning crew)
Mail & Administrative Support
● Sort, scan, and distribute incoming mail daily
● Prepare and send outgoing mail and packages (USPS, FedEx, etc.)
● Run occasional office errands (post office, FedEx, etc.) as needed
● Maintain organized digital and physical filing systems
Scheduling & Organization
● Manage conference room scheduling and company calendar
● Support general office coordination and logistics
Office Maintenance & Technology
● Water plants, replace batteries, and assist with general office upkeep
● Troubleshoot basic office equipment issues (copiers, scanners, phones, video conferencing tools)
● Coordinate minor service needs with vendors as needed
Team Support & Culture
● Coordinate employee birthday celebrations (lunch, card circulation, gifts, etc.)
● Assist with planning internal meetings and office events
● Support company participation in external events (grand openings, groundbreakings, holiday events, team meetings)
● Assist with planning employee travel to conferences and events (e.g., Co- Housing Now, ResMan)
HR & Administrative Support
● Assist with onboarding new corporate employees
● Provide administrative support to team members as needed
Accounting Support
● Assist with gathering and organizing documents (e.g., utility invoices)
Additional Responsibilities
● Support ad hoc projects and tasks as assigned
Additional Job Duties as Required
Qualifications
● 2+ years of administrative or office support experience
● Strong organizational skills and attention to detail
● Professional communication skills, both written and verbal
● Reliable, proactive, and able to manage responsibilities independently
● Ability to handle multiple tasks in a structured office environment
● Proficiency with standard office tools (email, calendars, document management)
● Reliable transportation to and from the office and for occasional errands
Preferred Qualifications
● Experience in a corporate or professional office setting
● Notary Public certification or willingness to obtain
● Comfort with technology and interest in learning new tools, including AI-based solutions
Language Skills
Fluent in English with excellent written and verbal communication. Ability to read, analyze, and interpret documentation. Ability to respond effectively to inquiries and complaints.
Mathematical Skills
Ability to apply concepts that relate to the above job responsibilities with their parameters.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee must have strong fine motor skills and is regularly required to sit; crouch and stand back up many times a day; walk/stand for up to 8 hours a day; reach overhead; use keyboard and mouse for up to 8 hours a day; and ability to hear and speak. The employee must have the ability to lift and carry at least 10 lbs. Specific vision abilities required by this job include strong or correctable near visual acuity, close vision, distance vision, depth perception, and ability to adjust focus.
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Humanity HR Consulting began out of a desire to partner with business owners to take on your People Operations and Strategic Development (our passion) so you can focus on what you do best – running your successful businesses (your passion). With a combined 30 years of leadership experience in varying industries, we offer a unique perspective especially in the challenging environment we are all facing. We look forward to working alongside you to learn where your business is today and what your goals are for the future so we can assist you with your immediate as well as your future HR and Operational needs.
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Humanity HR Consulting - Putting the Human back in Human Resources.
Humanity HR Consulting began out of a desire to partner with business owners to take on your People Operations and Strategic Development (our passion) so you can focus on what you do best – running your successful businesses (your passion). With a combined 30 years of leadership experience in varying industries, we offer a unique perspective especially in the challenging environment we are all facing. We look forward to working alongside you to learn where your business is today and what your goals are for the future so we can assist you with your immediate as well as your future HR and Operational needs.
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