Part Time Office Administrator - North York - Onsite Parking & TTC Accessible

PART TIME HOURS: The core hours required will be 9:30am-3:30pm. This is a permanent part-time position.

Compensation: $60,000-$65,000 (full time equivalent) + discretionary bonus + 3 weeks vacation + benefits plan

As the Office Administrator, you will be the first point of contact with visitors and guests to our office. You will need to be professional, productive, high-energy, and highly self-motivated. You will be required to assist all departments as needs arise.

PRIMARY RESPONSIBILITIES:

- Greet all visitors, interpret the nature of their business and direct or assist them accordingly;
- Provide administrative support as needed; facilitate meeting scheduling and coordination with internal and external teams
- Answer and route telephone calls and inquiries in a tactful and pleasant manner, check telephone messages each morning and direct to the appropriate person or department;
- Monitor all incoming electronic invoices and ensure they are distributed to the appropriate parties. This function may involve follow-up calls to vendors.
- Review incoming mail, separate CEO & President’s mail and pass to Assistant, open, date stamp, project stamp all invoices, sort and distribute to employees daily;
- Incoming mail to be scanned and sent to appropriate staff;
- Sort and distribute incoming deliveries;
- Arrange for incoming/outgoing couriers and distribute incoming documents daily;
- Order all office supplies as needed;
- Keep kitchen,



boardrooms and both photocopier areas clean, tidy and stocked throughout the day;
- Order food/drinks for meeting luncheons as needed;
- Order coffee supplies bi-weekly; service calls for coffee machines as required;
- Maintain the Canon copier, make service/maintenance calls, & order copy paper, approve and code invoices as needed;
- Provide keys for delivery/service workers to various areas of the building;

Accounting department A/P:

- Release cheques scheduled for pick-up and have person/courier sign the cheque binder upon pick-up; follow-up with company if cheques are not collected within 3 business days;
- Prepare monthly allocation schedule in Excel for Corporate suppliers where breakdown between properties/projects is required, ensuring that total allocations balance to the invoice received;
- First responder to requests from suppliers for cheque payment inquiries. Inquire when and how they submitted the payment, take inquirer details and direct information to appropriate staff.

Requirements:

- Proven experience as an office administrator or in a similar role
- Strong organizational and multitasking skills
- Excellent communication and interpersonal abilities
- Proficient in using office software (e.g., MS Office)
- Knowledge of basic budgeting principles
- Ability to prioritize tasks and meet deadlines
- Attention to detail and problem-solving skills
- Additional qualifications in office administration are preferred

📌 Office Administrator (North York)
🏢 Hays
📍 North York