Office Administrator

Are you a dynamic leader with a knack for fostering an effective office culture? Do you excel in both administrative operations and relationship‑building, whether with internal project teams or external stakeholders? We're seeking a proactive problem‑solver who can seamlessly manage office logistics and provide essential support to our project and marketing teams, while elevating the overall experience for our staff and clients in the office setting and across the country.

If you're ready to make a meaningful impact in a fast‑paced, collaborative environment, we want you on our team. Join us and be a driving force behind the success of our Kingston office, adding value every step of the way.

The Opportunity
We are currently seeking motivated candidates for the position of  Office Administrator  in our  Kingston  office. This is a full‑time, in‑office position and requires working from our Kingston office five days per week.

As a valuable member of the Offices national resource team, you will have the opportunity to showcase your organizational, communication, and financial skills in a fast‑paced professional office environment. Your ability to create strong working relationships will elevate your and the company’s collective success. Your drive for excellence will present opportunities to chart your own path to success with a rewarding career in our firm.

Responsibilities

Maintain the smooth day‑to‑day flow of the local office, ensuring a productive, welcoming, and well‑maintained environment for the team

Participate in both the Office Managers and Office Administrators national groups, and liaise with local stakeholders and ownership groups

Work collaboratively with local and national groups to promote office culture activities, events and charitable initiatives

Support the Office Manager in the development and execution of the annual Office Business Plan. This involves applying strategic thinking to address future office needs, engaging stakeholders to build a coalition of support, and inspiring staff to align with these business objectives

Monitor operating budgets and capital purchases, and actively manage expenses to align with company priorities

Support internal business initiatives and projects

Participate in the local Health and Safety committee and support the implementation of office‑wide safety initiatives

Participate in other committees as necessary, and coordinate the completion of action items

Assist in organizing monthly staff meetings and provide backup support for meeting facilitation as needed

Coordinate with third‑party service providers and property management

Deliver new employee orientation and training related to Dillon procedures and systems

Assist in organizing work‑related functions and community engagement events

Greet visitors, coordinate mail and couriers, manage entry system for staff

Complete office services such as office filing and archiving

Manage the flow and approval of accounts payable invoices and expense claims for staff

Manage office equipment and supplies, including furniture, copiers, general office supplies, and other amenities

Format a range of documents in Microsoft Word, edit and proofread documents for spelling, grammar, and consistency, and complete overall quality reviews

Complete document production, including photocopying, scanning, binding, and compiling PDF files

Embrace a "no job is too big or too small" mindset; complete other administrative duties as required or assigned to run the office effectively, and service our project and proposal needs

Learning & Development

Commit to self‑development and ongoing learning and professional development

Qualifications

A minimum of three (3) to five (5) years of administration‑related experience

A certificate or diploma in an administration‑related field of study will be considered an asset

Experience

Strong interpersonal skills and a positive "can‑do" attitude with the ability to provide an enthusiastic, problem‑solving presence in the office

Strong time management skills, able to prioritize work effectively to meet tight deadlines and changing workload demands

Ability to work independently and as part of a team

Professional…