Office Administrator

Job description :

Job Title : Office Administrator

Position Overview :

The Office Administrator is a dynamic office contributor who assists with the day-to-day operations of the business with a primary focus on finance and accounts payable, and secondary support in human resources and administrative functions. This position supports the Controller and works closely with management to ensure accurate financial processing and efficient office operations.

Responsibilities and Accountabilities :

Office Administration

• Collects and organizes employee job cards daily; reviews time punches from the clock-in system and makes necessary adjustments for payroll processing support.
• Enters employee time into company Intranet system using Mass Entry.
• Provides administrative support related to employee records and general office documentation.
• Tracks and organizes IT equipment and office assets.
• Tracks employee uniforms and communicates with uniform provider.
• Supports onboarding administration by setting up employee files, preparing documentation, and entering new employees into systems.
• Drafts department correspondence and internal documentation (procedures, forms, notices, etc.).
• Answers internal inquiries and directs them to the appropriate department as needed.
• Completes special and ongoing administrative projects and activities as assigned by management.

Office Operations

Answers 3-line telephone; acts as company expert on Avaya Phone System. Labels and programs employees’ phones, voicemails, etc.

Arranges catering orders for staff meetings, lunches, and company events.

Answers door when general visitors arrive or when informed of a scheduled visit by management; appropriate personnel are notified via phone / email.

Acts as administration lead on printers, photocopiers, and maintenance of office equipment.

Provides project management assistance for various ADJ Industries and executive projects.

Purchases office supplies and manages inventory.

Greets customers and visitors on site and follows guest sign-in procedures.

Maintains an acceptable level of performance by following established policies and procedures and participating in continuous improvement efforts by supporting and implementing new ideas.

Sets a positive example by maintaining a respectful attitude, cooperating with co-workers, management, and internal and external customers to be a productive team member and help meet departmental and company goals.

Wears appropriate personal protective equipment when required, reports any workplace injuries to direct supervisor immediately, and reports safety issues promptly.

Reports to work for regularly scheduled shifts on time and ready to work while following all company policies and health and safety procedures.

Effectively gives and receives feedback, willingly asks questions and seeks direction when needed, and accepts responsibility for sharing skills and knowledge with other employees.

Performs all other duties as assigned from time to time.

Finance

Organizes, collects, reviews, and controls packing slips, invoices, purchase orders, and supporting documentation related to the accounts payable function to ensure completeness and accuracy prior to processing.

Performs invoice data entry into the company intranet and accounting systems, ensuring correct vendor information, coding, tax application, and proper approvals are obtained.

Matches invoices to purchase orders and receiving documentation (three-way matching) and follows up on discrepancies with internal departments and vendors as required.

Maintains accurate and up-to-date vendor files, including contact information, payment terms, and supporting documentation.

Processes incoming mail and electronically received invoices and distributes finance-related documents to appropriate personnel.

Prepares accounts payable batches for review, approval, and processing in accordance with internal controls and company policies.

Collects, reviews, and organizes purchase receipts for Visa and corporate credit card reconciliations and assists with monthly reconciliation processes.

Reviews and processes employee expense reports to ensure compliance with company policies and proper supporting documentation.

Assists with month-end and year-end accounting support, including accrual preparation, document collection, and audit support as required.

Generates and maintains daily, weekly, and monthly financial and operational reports, including open work order reports and AP aging summaries.

Responds to vendor inquiries regarding invoice status and payment timelines in a professional and timely manner.

Supports purchasing and receiving processes by tracking documentation and ensuring timely submission for financial processing.

Maintains organized and auditable electronic and physical filing systems for all accounts payable and finance-related records.

Identifies process improvements within the accounts payable function and supports implementation of efficiencies and best practices.

Completes special and ongoing finance projects and activities as assigned by the Controller.

Qualifications :

Must meet the requirements of the Canadian Controlled Goods Security Assessment Application as per Section 15 of the Controlled Goods Regulations, SOR / 2001-32

Recent graduates with relevant education are welcome to apply (Business Administration, Human Resources, Accounting or Clerical Diploma preferred).

Experience working in an office environment preferred.

Demonstrated computer proficiency, including Microsoft Office (Excel) required.

Self-motivated, the ability to work independently, and within a team environment with strong follow up, organization and prioritization skills and excellent attention to detail.

This role is a new position

Successful applicants must meet all requirements under the Canada Controlled Goods Regulations (CGR) and must be approved as mandated by Public Works & Government Services Canada and applicable contractual obligations.

Use of Artificial Intelligence :

This recruitment process does not utilize artificial intelligence or automated decision-making systems to screen, assess or select candidates.

Accommodations are available at all stages of the recruitment process. Applicants requiring accommodation should advise us in advance. While we appreciate all applications, only candidates selected for an interview will be contacted.

Job Types : Full-time, Permanent

Benefits :

Dental care

Extended health care

Life insurance

On-site parking

Paid time off

Vision care

Work Location : In person