Office Administrator

Administrative Assistant - 3 Month Contract
Your new company
Hays Recruitment has partnered up with a fully-integrated Real Estate firm in Downtown Toronto. Our client is looking for an Office Administrator to join their team on a 3 month contract to possible permanent basis. This role is fully in office.

Your new role
  • Greet all clients and visitors with courtesy and professionalism
  • Escort visitors to meeting rooms, and offer coffee/water etc.
  • Ensure the reception area, board rooms, and meeting rooms are neat and tidy throughout the day
  • Answer telephones and direct calls or take messages as appropriate
  • Pick up mail from central location daily for sorting and distribution
  • Efficiently manage all incoming and outgoing courier packages by sorting and distributing
  • Being aware that this is an office support position, not a hybrid or work from home position
  • Other duties as assigned
  • Organize and manage an online system for board/meeting room scheduling, and assist/coordinate as required
  • Assist the Executive Assistant, maintaining an inventory of all office and kitchen supplies, monitoring status regularly and order supplies as required on a timely basis
  • Assist with monitoring and reporting of the administration department budget for office and kitchen supplies, and services; prepare reconciliations as required
  • Order business cards for all new employees, and current employees when requested
  • Provide troubleshooting for general office equipment, (printers, copiers, coffee machine, etc.), escalate to various vendors and providers, when necessary, ensuring timely service and maintaining records
  • Monitor all office printers for ink & toner usage and replacement
  • Maintain an accurate and current corporate contact list
  • Contact building staff to resolve issues as required through the online property support system
  • Maintain kitchens daily, checking to ensure there’s a constant supply of coffee, milk etc., and by ensuring cleanliness of the kitchens
  • Ensure the photocopy machine and the stationary rooms are always clean and tidy, with adequate supplies
  • Train temporary staff or others to perform this position as required for vacation or other
  • Maintain and monitor the shredders throughout the office and coordinate with the shredding company for pickups and deliveries
  • Assist the HR Team with general onboarding of new employees by creating welcome packages and maintaining an up-to-date internal employee contact list
  • Assist with organization of carpet cleaning, and maintenance of plants in the office
  • Assist with the preparation and processing of expense reports for allocated team members through the expense reporting system
  • Organize ad-hoc requests for catering needs with internal team meetings and other office events
  • Assist with planning and coordinating social events for the company throughout the year locally and nationally
  • Assist with head office company event planning as required, including venues, catering, invitations, and other arrangements
  • Assist with any office re-organization and expansion projects when required
  • Other duties as assigned
  • Provide strong support to the Executive Assistants(“EA’s”), helping with the Executive Leadership Team’s (“ELT”) requests and requirements
  • Assist the EA’s in their day-to-day tasks as needed

What you'll need to succeed
  • Minimum 2-3 years’ related experience including reception, administration, and office services and customer support
  • Exceptional ability to multitask and prioritize heavy workload independently
  • Projects a positive, enthusiastic attitude and a commitment to service excellence
  • Ability to work independently and take personal responsibility for work, but to also work collaboratively as a member of a dynamic team
  • Strong oral and written communication skills
  • Ability to draft professional correspondence and to create effective reports and presentations from raw material
  • Demonstrated proficiency with Microsoft Word, Outlook, PowerPoint, and Excel. Canva/design experience is an advantage
  • Demonstrates thoroughness, timeliness, and a strong attention to detail
  • Dependable and reliable with respect to both attendance and timely completion of work

What you'll get in return
This role offers competitive pay.

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you but you are looking for a new position, please contact us for a confidential discussion on your career. #1103676


Job Type
Property & Real Estate
Office Professionals
Competitive Pay

Talk to a consultant

Talk to Amanda Willis, the specialist consultant managing this position, located in Toronto (EN)
8 King Street East, 20th Floor

Telephone: 4166466209

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