Office Administrator

Overview

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 Ottawa office, adding value every step of the way.

We are currently seeking motivated candidates for the position of Office Administrator in our Ottawa office. This is a full-time, in-office position and requires working from our Ottawa 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.

What your day may look like:

• 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

• Commit to self-development and ongoing learning and professional development

• 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

• 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…