Position OverviewO-HIVE is seeking a highly organized, dependable, and proactive Administrator to support the day-to-day operations of our Windsor, Ontario office.

The Administrator will help coordinate office operations, employee administration, documentation, purchasing, scheduling, communications, and general operational support. This position is ideal for someone who is detail-oriented, comfortable working in a fast-paced technology environment, and able to communicate effectively with employees, management, vendors, universities, and external partners.

Key ResponsibilitiesOffice Administration

- Manage daily administrative operations of the Windsor office.
- Maintain organized digital and physical records, documents, and internal files.
- Coordinate office supplies, equipment, purchases, and general office requirements.
- Communicate with landlords, facility representatives, vendors, and service providers as required.
- Help maintain a professional, organized, and productive workplace.
- Coordinate deliveries, shipping, receiving, and equipment inventory.

Employee & • HR Administration
- Support onboarding and offboarding of employees, interns, and co-op students.
- Prepare and organize employment-related documentation.
- Maintain employee records, attendance information, schedules, and administrative documentation.
- Coordinate employee access, accounts, equipment, and workplace resources.
- Support recruitment activities, including interview scheduling and candidate communication.
- Assist management with vacation, leave, attendance, and work-schedule tracking.
- Help coordinate administrative requirements involving Canadian employees, interns, and university co-op participants.

University & • Internship Coordination
- Support communication with the University of Windsor and other academic institutions.
- Coordinate co-op students, interns, work-term documentation, and related administrative requirements.




- Maintain internship and co-op schedules and records.
- Assist with university correspondence, program documentation, and student onboarding.

Finance & • Purchasing Support
- Organize invoices, receipts, purchase records, and expense documentation.
- Coordinate approved purchases for office and engineering requirements.
- Maintain records of company equipment and assets.
- Assist management with basic expense tracking and documentation for accounting purposes.
- Communicate with suppliers regarding quotations, invoices, deliveries, and payment documentation.

Scheduling & • Coordination
- Coordinate meetings, interviews, internal schedules, and external appointments.
- Maintain calendars and assist with meeting preparation.
- Coordinate visits from customers, partners, candidates, and company executives.
- Prepare meeting notes, administrative reports, and follow-up items when required.
- Support travel arrangements and business logistics for team members and visiting executives.

Communication & • Operational Support
- Serve as an administrative point of contact for the Windsor office.
- Communicate professionally with employees, candidates, customers, suppliers, and partners.
- Assist senior management with operational and administrative tasks.
- Coordinate between the Windsor office and O-HIVE teams in other locations.
- Support special projects and company initiatives as required.

Qualifications
- Diploma or bachelor's degree in Business Administration, Office Administration, Human Resources, Management,



or a related field preferred.
- Previous experience in administration, office management, operations, HR administration, or a similar role is preferred.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills in English.
- Strong attention to detail and ability to maintain accurate documentation.
- Ability to handle multiple responsibilities and changing priorities.
- Comfortable working independently and taking ownership of assigned responsibilities.
- Professional and dependable when handling confidential company and employee information.
- Proficiency with Google Workspace or Microsoft Office, including Docs/Word, Sheets/Excel, Gmail/Outlook, and Calendar.
- Experience working with technology companies, engineering organizations, universities, or co-op programs is an asset.

Preferred CharacteristicsWe are looking for someone who is:
- Highly organized and detail-oriented.
- Responsible and reliable.
- Proactive rather than waiting for instructions.
- Comfortable communicating with people from different skilled and cultural backgrounds.
- Able to identify administrative issues and resolve them efficiently.
- Flexible in a growing and rapidly changing company environment.
- Professional in both internal and external communications.
- Willing to support a broad range of operational responsibilities as the Windsor team grows.

Work EnvironmentThis is an on-site position in Windsor, Ontario supporting a growing engineering and technology team. The Administrator will work closely with local employees as well as company leadership and international teams.

- The role requires regular interaction with engineers, interns, university representatives, vendors, customers, and management and therefore requires strong professionalism, responsiveness, and organizational discipline.

📌 Administrator (Windsor)
🏢 O-HIVE.AI
📍 Windsor