Intelligent Office Oakville

Oakville, ON | Full time | Monday–Friday | In-Person

At Intelligent Office Oakville, we help entrepreneurs, professionals, and growing businesses work smarter through premium office space, virtual office services, meeting rooms, business support, and a strong sense of community.

We are seeking a highly organized, and proactive Senior Intelligent Office Assistant to support the daily operations of our business centre and reception team. This position is ideal for an individual who thrives on organization, efficiency, problem-solving, and continuous improvement.

The Senior Office Assistant, Operations serves as a key operational resource within the office, assisting management by supporting workflow coordination, maintaining procedures, improving processes, and ensuring administrative functions are completed accurately and efficiently. While this role includes senior-level responsibilities, the successful candidate will also participate in phone answering, client service, and administrative duties alongside the team and our Senior Office Assistant, Client Services.

This is a full-time, Monday to Friday, in-person position based at our Oakville office. There is no hybrid-work opportunity.

What You’ll Be Responsible For

Operations & Client Experience

Oversee daily operations of the business centre and ensure smooth day-to-day functionality

Deliver a professional, welcoming, and high-touch experience for members, virtual clients, and guests

Manage client onboarding, office moves, renewals, and service requests

Ensure meeting rooms, shared spaces, and offices are maintained to a high standard

Coordinate vendors, maintenance requests, supplies, and building-related issues

Handle client concerns professionally and proactively

Operational Leadership

Assist with coordinating and prioritizing daily workload for team members in the Manager's absence





Monitor workflows and ensure tasks are completed accurately and on schedule

Support operational consistency and adherence to established procedures

Identify workflow bottlenecks and recommend solutions

Process Improvement

Develop, document, and maintain office procedures and operational processes

Identify opportunities to improve efficiency, productivity, and service delivery

Maintain operational documentation and reference materials

Team & Management Support

Act as a resource for team members regarding operational procedures and systems

Escalate staff concerns, operational issues, or workflow challenges to the Manager as appropriate

Assist with onboarding and procedural training when required

Support management during special projects and operational initiatives

Administrative Oversight

Assist with month-end billing preparation and reporting

Maintain accuracy of client data, records, and internal systems

Monitor office supply inventory and coordinate ordering requirements

Assist with reporting, auditing, and quality control activities

Sales & Business Support

Conduct tours for prospective clients and support sales conversations

Identify opportunities to improve occupancy, retention, and member satisfaction

Support networking initiatives, events, and community engagement activities on occasion

Compensation

$22 per hour

Additional performance bonuses and sales commissions

Participation in health benefits program

Opportunities for long-term growth and leadership

What We’re Looking For

Required Experience





2+ years of experience in office administration, coworking operations, executive office suites, hospitality, or a similar client-facing operational role

Post-secondary education in business, administration, hospitality, or a related field is preferred

Strong experience managing multiple priorities in a fast-paced environment

Experience working independently and making operational decisions confidently

Professional communication skills with strong customer service instincts

Experience with administrative systems, scheduling, invoicing, and client coordination

Preferred Qualifications

Experience in coworking, flexible workspace, serviced office

Familiarity with QuickBooks, CRM systems, Google Workspace, and Microsoft Office

Sales, business development, or account management experience is considered a strong asset

Who You Are

Exceptionally organized and detail-oriented

Calm under pressure and solutions-focused

Professional, polished, and approachable

Self-motivated with a strong sense of ownership

Comfortable balancing operations, client service, and business priorities

Someone who naturally creates structure, efficiency, and positive energy within a workplace

Why Join Intelligent Office Oakville'

Be part of a growing entrepreneurial community

Work in a professional, modern office environment

Opportunity to take ownership and make a meaningful impact

Collaborative and supportive leadership team

Stable, long-term growth opportunity

How to Apply

Please apply with your resume and a short introduction outlining:

Your relevant office management or coworking experience

Why this role interests you A recent example of a workplace or operational challenge you successfully managed

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

📌 Senior Office Assistant (Oakville)
🏢 Intelligent Office - Oakville
📍 Oakville