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 skilled, 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 scheduleli>
- 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
- Qualified, 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 setting
- Opportunity to take ownership and make a meaningful impact
- Collaborative and supportive leadership team
- Secure, long-term growth opportunity

📌 Senior Office Assistant (Oakville)
🏢 El Gaucho Hospitality
📍 Oakville