Job Objective: Office Administrator is the first point of contact for clients and visitors to The RMS Group of Companies and provides administrative support to the President and Senior Executive team. This role keeps the office running smoothly and handles confidential information (written and oral) with discretion and care.

We are looking for an enthusiastic, highly organized professional who presents well, keeps a positive attitude, and can balance a busy front desk with executive support.

Responsibilities include, but are not limited to:

1. Reception

- Serve as the first point of contact: answer and manage the phone system, greet clients and visitors, and maintain a professional front-office presence.
- Receive and distribute mail and couriers.
- Keep the office running smoothly: set up boardrooms for meetings, keep the copier area supplied, and make sure coffee stations and kitchens are clean and stocked.
- General clerical work, including typing, filing (physical and digital), scanning, uploading and document preparation.

2. Executive Assistant

- Manage the senior executive calendars: schedule meetings, coordinate recurring check-ins and communicate with multiple parties.
- Prepare agendas, content and action items before meetings, and arrange catering when needed.
- Prepare letters, documents and emails (dictation, typing, research, proofreading).
- Track follow-up items, keep detailed notes, and update the President as needed.
- Prepare monthly expenses and mileage logs, code them, and submit them to accounting on time.
- Arrange travel, accommodations and conference registrations.

3. Office Administration

- Order and track office supplies and equipment for all divisions and make sure office machines are in good working order.
- Reconcile and code expenses and submit invoices and utility bills to accounting.
- Program users on the photocopier and other office devices and train staff on office equipment.




- Assist with booking and tracking employee courses and re-certifications.
- Assist with coordinating staff events and general staff meetings, including agendas and minutes.

Qualifications

- High school diploma; post-secondary Business Administration certificate or diploma is an asset
- Minimum 5 years of office administration or reception experience, ideally including support to an executive team
- Strong computer skills, especially MS Office (Word, Excel, Outlook)
- High attention to detail, and the ability to prioritize and meet deadlines
- Familiarity with AI and automation is an asset
- Strong written and verbal communication skills
- Strong interpersonal skills; works well in a team
- Solid work ethic and a high level of confidentiality and discretion

Pay: From $60,000.00 per year

Benefits:

- Company events
- Dental care
- Extended health care
- On-site parking
- Vision care

Application question(s):

- How would you rate your skills in Microsoft Outlook?

1. Basic: I can send, reply to and forward emails, and add attachments.
2.Intermediate: I can organize email with folders and rules, schedule meetings, and manage my own calendar and contacts.
3.Advanced: I can manage another person’s calendar and inbox (delegate access), coordinate meetings across several people, and use shared calendars and the Scheduling Assistant.
4.Expert: I can set up shared mailboxes, build templates and Quick Steps, and manage calendars for several executives at once.

- How would you rate your skills in Microsoft Excel:

1. Basic: I can enter data, format cells and print.
2.Intermediate: I can use formulas like SUM and IF, sort and filter data, and build simple tables.
3.Advanced: I can use VLOOKUP/XLOOKUP and pivot tables, and build reconciliations or trackers from scratch.
4.Expert: I can build complex workbooks, macros or automated reports.

Experience:

- Microsoft Office: 5 years (required)
- Office administration: 5 years (required)

Work Location: In person

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