Office Administrator

Humanity HR Consulting•Quinte West, ON

16d•$29 - $31•Onsite

About The Position

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.

Requirements

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
Fluent in English with excellent written and verbal communication.
Ability to read, analyze, and interpret documentation.
Ability to respond effectively to inquiries and complaints.
Ability to apply concepts that relate to the above job responsibilities with their parameters.

Nice To Haves

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

Responsibilities

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
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)
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
Manage conference room scheduling and company calendar
Support general office coordination and logistics
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
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)
Assist with onboarding new corporate employees
Provide administrative support to team members as needed
Assist with gathering and organizing documents (e.g., utility invoices)
Support ad hoc projects and tasks as assigned