Office Administrator

Join a Growing Industrial Contractor With over 18 years of multi-trade expertise , Bullet Trade Services has earned a reputation as one of Ontario's leading non-union industrial contractors , delivering exceptional service to customers across manufacturing, automotive, food & beverage, material handling, and other industrial sectors.

As our company continues to grow, we are looking for an organized, proactive, and professional Office Administrator to provide administrative support to our Leadership Team and help ensure the smooth day-to-day operation of our office.

If you thrive in a fast-paced environment, enjoy being the person who keeps everything organized, and take pride in delivering exceptional administrative support, we'd love to hear from you.

Position Summary The Office Administrator plays a key role in supporting the Leadership Team, consisting of the CEO, General Manager, Director of Finance, and HR Manager.

This position is responsible for coordinating administrative activities, managing office operations, supporting executive schedules, preparing documents, organizing meetings, and serving as a central point of communication across the organization.

The ideal candidate is highly organized, detail-oriented, resourceful, and capable of managing multiple priorities while maintaining professionalism and confidentiality.

Key Responsibilities Executive & Leadership Support Provide administrative support to the Leadership Team.

Manage calendars, appointments, and meeting schedules.

Coordinate internal and external meetings.

Prepare meeting agendas, presentations, and minutes.

Arrange travel and accommodations as required.

Screen and prioritize incoming correspondence.

Assist with special projects and company initiatives.

Office Administration Answer and direct incoming telephone calls.

Welcome visitors, customers, and vendors.

Maintain office filing systems (electronic and paper).

Order office supplies and maintain inventory.

Coordinate courier services and incoming/outgoing mail.

Maintain office equipment and service schedules.

Assist in maintaining company records.

Document Management Prepare letters, reports, forms, and presentations.

Format proposals and business documents.

Maintain company templates and documentation.

Ensure accurate document control and version management.

Organize electronic filing systems.

Human Resources Support Assist the HR team by: Preparing employment packages.

Coordinating onboarding documentation.

Scheduling interviews and meetings.

Maintaining employee files.

Tracking training records and certifications.

Assisting with employee communications.

Supporting company events and recognition programs.

Finance & Administrative Support Assist the Director of Finance by: Processing purchase orders.

Matching invoices.

Maintaining vendor information.

Assisting with expense reporting.

Preparing administrative reports.

Supporting month-end administrative activities.

Operations Support Provide administrative assistance by: Preparing customer documentation.

Coordinating work orders.

Assisting with scheduling communications.

Maintaining project files.

Supporting customer documentation requests.

Tracking certificates, licences, and insurance documents.

Communication Maintain professional communication with customers, vendors, and employees.

Coordinate company announcements.

Assist with newsletters and internal communications.

Support leadership with presentation materials.

Event Coordination Coordinate: Company meetings Employee appreciation events Safety meetings Training sessions Customer visits Holiday events Community initiatives Qualifications Education Diploma or Certificate in Office Administration, Business Administration, or a related field preferred.

Equivalent experience will be considered.

Experience Minimum 3 years of office administration experience.

Experience supporting senior leaders or executives.

Experience in construction, industrial services, manufacturing, or skilled trades is considered an asset.

Experience coordinating multiple priorities in a fast-paced environment.

Skills & Qualifications The successful candidate will possess: Excellent organizational and time management skills.

Strong written and verbal communication skills.

High attention to detail.

Exceptional customer service skills.

Ability to maintain confidentiality.

Strong problem-solving abilities.

Ability to work independently and collaboratively.

Professional demeanor and positive attitude.

Technical Skills Proficiency with: Microsoft Office (Word, Excel, Outlook, PowerPoint) Microsoft Teams Adobe Acrobat Document management systems Electronic filing systems Office equipment (copiers, scanners, etc.) Experience with payroll, ERP, CRM, or scheduling software is considered an asset.

Success Profile The ideal candidate: Is highly organized and dependable.

Anticipates needs before being asked.

Enjoys supporting others and enabling team success.

Thrives in a dynamic environment.

Maintains confidentiality and professionalism.

Communicates effectively with employees, customers, and vendors.

Demonstrates initiative and sound judgment.

Represents Bullet Trade Services with professionalism and integrity.

Why Join Bullet Trade Services?

At Bullet Trade Services, you'll become part of a collaborative team that values safety, accountability, integrity, and continuous improvement.

You'll work closely with our leadership team and play a meaningful role in supporting the growth and success of the organization.

We offer: Competitive compensation Comprehensive benefits package Paid vacation Opportunities for professional development A collaborative and supportive team environment Stable, full-time employment with a growing company Employee recognition and appreciation programs Core Competencies Organization & Planning Communication Confidentiality Customer Service Teamwork Initiative Adaptability Attention to Detail Time Management Professionalism Powered by JazzHR