Office Administrator

Responsibilities

What your day may look like:

• Maintain the smooth day-to-day flow of the local office, ensuring a productive, welcoming, and well-maintained environment for the team
• Participate in both the Office Managers and Office Administrators national groups, and liaise with local stakeholders and ownership groups
• Work collaboratively with local and national groups to promote office culture activities, events and charitable initiatives
• Support the Office Manager in the development and execution of the annual Office Business Plan. This involves applying strategic thinking to address future office needs, engaging stakeholders to build a coalition of support, and inspiring staff to align with these business objectives
• Monitor operating budgets and capital purchases, and actively manage expenses to align with company priorities
• Support internal business initiatives and projects
• Participate in the local Health and Safety committee and support the implementation of office-wide safety initiatives
• Participate in other committees as necessary, and coordinate the completion of action items
• Assist in organizing monthly staff meetings and provide backup support for meeting facilitation as needed
• Coordinate with third-party service providers and property management
• Deliver new employee orientation and training related to Dillon procedures and systems
• Assist in organizing work-related functions and community engagement events
• Greet visitors, coordinate mail and couriers, manage entry system for staff
• Complete office services such as office filing and archiving
• Manage the flow and approval of accounts payable invoices and expense claims for staff
• Manage office equipment and supplies, including furniture, copiers, general office supplies, and other amenities
• Format a range of documents in Microsoft Word, edit and proofread documents for spelling, grammar, and consistency, and complete overall quality reviews
• Complete document production, including photocopying, scanning, binding, and compiling PDF files
• Embrace a 'no job is too big or too small' mindset; complete other administrative duties as required or assigned to run the office effectively, and service our project and proposal needs

Learning & Development

• Commit to self-development and ongoing learning and professional development

Qualifications

• A minimum of three (3) to five (5) years of administration-related experience
• A certificate or diploma in an administration-related field of study will be considered an asset

Experience

Experience/Required Skills

• Strong interpersonal skills and a positive “can-do” attitude with the ability to provide an enthusiastic, problem-solving presence in the office
• Strong time management skills, able to prioritize work effectively to meet tight deadlines and changing workload demands
• Ability to work independently and as part of a team
• Professional verbal and written communication skills
• Ability to clearly present information and updates in small group settings or team meetings
• Proficient in the use of Microsoft Word and Excel
• Excellent attention to detail, a high regard for accuracy, and the ability to provide high-quality outputs
• Understanding of basic accounting principles, terms and financial functions
• Experience in customer service and/or a Professional Services consulting firm is considered an asset

Why choose Dillon

Dillon is powered by people who are technically proficient, passionate about socially important projects, and motivated to deliver superior, tangible results. We strive to remain at the forefront of technology and innovation, and are empowered to continually grow and develop.

We live our core values:

• Achievement: do the work to hit the target;
• Continuous Development: always learning; always adapting; always growing;
• Creativity: discover new possibilities;
• Courage: do the things that matter, especially when it’s hard;
• Inclusiveness: enabling belonging to draw strength from our differences;
• Reliability: words result in actions that build trust.

In addition, we offer:

• Employee share purchase plan
• Dillon is 100% employee owned and share ownership is open to all employees.
• A competitive compensation package
• Comprehensive health benefits
• Generous retirement savings plan
• Student loan repayment assistance with matching employer contributions
• Flexible work hours and hybrid working options
• Dillon values its staff and the contributions that are made each day and understands that work arrangements can differ based on personal needs and business needs. We are taking a trust-based approach to offer a variety of flexible and hybrid work options to help balance the competing demands of work and personal life.
• Learning and Development opportunities
• As a knowledge-based business, we use a composite approach to development including coaching to build the how, mentoring to share lessons, advising to round out perspectives, and co-creation of knowledge through internal learning opportunities.
• Focus on Innovation
• The ability to anticipate, examine, and adopt new and innovative solutions is a crucial driver for the continual and progressive advancement of our business performance. In our culture, people are empowered to reflect and question current practices and seek forward looking solutions to today’s problems and tomorrow’s opportunities.
• Employee and Family Assistance program
• A variety of EFAP tools and online resources to support well-being are available to all employees.
• Goodlife Fitness Corporate Membership
• Our employees can take advantage of reduced annual membership fees.
• Wellness Subsidy
• Our employees can take advantage of a wellness subsidy that can be put towards expenses for a variety of health and/or wellness related activities such as gym membership, purchase of home fitness equipment, yoga classes and dance classes.