Office Administrator

Bullet Trade Services•Guelph, ON

17d•CA$45,000 - CA$60,000•Onsite

About The Position

Join a Growing Industrial Contractor With over 18 years of multi-trade expertise, Bullet Trade Services has earned a reputation as one of Ontario's leading non-union industrial contractors, delivering exceptional service to customers across manufacturing, automotive, food & beverage, material handling, and other industrial sectors. As our company continues to grow, we are looking for an organized, proactive, and professional Office Administrator to provide administrative support to our Leadership Team and help ensure the smooth day-to-day operation of our office. If you thrive in a fast-paced environment, enjoy being the person who keeps everything organized, and take pride in delivering exceptional administrative support, we'd love to hear from you. Position Summary The Office Administrator plays a key role in supporting the Leadership Team, consisting of the CEO, General Manager, Director of Finance, and HR Manager. This position is responsible for coordinating administrative activities, managing office operations, supporting executive schedules, preparing documents, organizing meetings, and serving as a central point of communication across the organization. The ideal candidate is highly organized, detail-oriented, resourceful, and capable of managing multiple priorities while maintaining professionalism and confidentiality.

Requirements

Diploma or Certificate in Office Administration, Business Administration, or a related field preferred.
Equivalent experience will be considered.
Minimum 3 years of office administration experience.
Experience supporting senior leaders or executives.
Experience in construction, industrial services, manufacturing, or skilled trades is considered an asset.
Experience coordinating multiple priorities in a fast-paced environment.
Excellent organizational and time management skills.
Strong written and verbal communication skills.
High attention to detail.
Exceptional customer service skills.
Ability to maintain confidentiality.
Strong problem-solving abilities.
Ability to work independently and collaboratively.
Professional demeanor and positive attitude.
Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).
Proficiency with Microsoft Teams.
Proficiency with Adobe Acrobat.
Proficiency with document management systems.
Proficiency with electronic filing systems.
Proficiency with office equipment (copiers, scanners, etc.).
Experience with payroll, ERP, CRM, or scheduling software is considered an asset.

Nice To Haves

Experience in construction, industrial services, manufacturing, or skilled trades is considered an asset.
Experience with payroll, ERP, CRM, or scheduling software is considered an asset.

Responsibilities

Provide administrative support to the Leadership Team.
Manage calendars, appointments, and meeting schedules.
Coordinate internal and external meetings.
Prepare meeting agendas, presentations, and minutes.
Arrange travel and accommodations as required.
Screen and prioritize incoming correspondence.
Assist with special projects and company initiatives.
Answer and direct incoming telephone calls.
Welcome visitors, customers, and vendors.
Maintain office filing systems (electronic and paper).
Order office supplies and maintain inventory.
Coordinate courier services and incoming/outgoing mail.
Maintain office equipment and service schedules.
Assist in maintaining company records.
Prepare letters, reports, forms, and presentations.
Format proposals and business documents.
Maintain company templates and documentation.
Ensure accurate document control and version management.
Organize electronic filing systems.
Assist the HR team by preparing employment packages, coordinating onboarding documentation, scheduling interviews and meetings, maintaining employee files, tracking training records and certifications, assisting with employee communications, and supporting company events and recognition programs.
Assist the Director of Finance by processing purchase orders, matching invoices, maintaining vendor information, assisting with expense reporting, preparing administrative reports, and supporting month-end administrative activities.
Provide administrative assistance by preparing customer documentation, coordinating work orders, assisting with scheduling communications, maintaining project files, supporting customer documentation requests, and tracking certificates, licences, and insurance documents.
Maintain professional communication with customers, vendors, and employees.
Coordinate company announcements.
Assist with newsletters and internal communications.
Support leadership with presentation materials.
Coordinate company meetings, employee appreciation events, safety meetings, training sessions, customer visits, holiday events, and community initiatives.