Administrative Assistant

Summary
The Office Administrator is responsible for the efficient coordination and management of daily administrative operations within the corporate office. This role ensures that administrative systems, documentation, communications, and office resources are organized and functioning effectively to support leadership and all departments.

The Office Administrator acts as a central point of coordination for office operations, supporting finance administration, vendor coordination, document management, and internal communication processes. The role requires strong organizational skills, attention to detail, professionalism, and the ability to handle confidential corporate information.

Key Responsibilities
Office Operations Management

Coordinate and manage the daily administrative operations of the corporate office.

Serve as the primary point of contact for internal administrative support.

Maintain organized electronic and physical filing systems.

Manage incoming and outgoing mail, courier services, and office communications.

Maintain office supply inventory and coordinate procurement with approved vendors.

Ensure office equipment and facilities are functioning properly and coordinate maintenance when required.

Support leadership with scheduling, meeting coordination, and travel arrangements.

Corporate Administrative Support

Prepare corporate documentation, reports, presentations, and internal communications.

Maintain company records, administrative trackers, and document repositories.

Assist leadership with coordination of corporate meetings, board meetings, or executive briefings.

Support internal projects requiring administrative coordination.

Maintain accurate contact lists, distribution lists, and internal directories.

Finance Administrative Support

Assist with organizing invoices, receipts, and purchase documentation.

Support administrative components of accounts payable and vendor documentation.

Maintain financial filing systems and expense documentation.

Assist with expense report tracking and reconciliation coordination.

Provide documentation support during internal or external audits.

Vendor & Office Coordination

Maintain relationships with office vendors and service providers.

Coordinate office services including maintenance, supplies, and external service providers.

Track vendor contracts and renewal dates where applicable.

Assist in negotiating office supply or service agreements where appropriate.

Record Management & Compliance

Maintain corporate documentation in accordance with company retention policies.

Ensure confidential and sensitive information is handled appropriately.

Support compliance initiatives related to corporate governance, information management, or audits.

Qualifications
Education
Diploma or degree in:

Business Administration

Office Administration

Management

Accounting or related field preferred.

Experience

3–5 years of office administration experience in a corporate or professional environment.

Experience supporting senior leadership or corporate departments preferred.

Technical Skills

Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Experience using document management systems, ERP systems, or corporate administrative platforms is an asset.

Core Competencies

Exceptional organizational and time management skills

Strong attention to detail and accuracy

Ability to handle confidential information

Strong written and verbal communication skills

Problem-solving and process improvement mindset

Ability to manage multiple priorities simultaneously

Professional and collaborative approach

Illustrative Key Performance Indicators (KPIs)
Administrative Efficiency

Meeting Coordination Accuracy: 98–100% of scheduled meetings occur without scheduling conflicts.

Administrative Request Response Time:
Internal administrative requests acknowledged within 4 business hours and completed within agreed timelines.

Document Preparation Turnaround:
Standard administrative documents prepared within 24 hours of request.

Office Operations

Office Supply Availability:
Maintain required office supplies with zero operational disruption due to shortages.

Vendor Service Coordination:
Office maintenance or vendor issues…