Office Administrator

Job summary

The Office Administrator manages site-wide administrative operations, including front-office reception, vendor coordination, and office supply procurement. Additionally, the role serves as the primary coordinator for company-wide business travel and provides administrative support to the HR and finance departments.

Job details

About the role Project North PES is Pangeo's new aluminum die casting and machining plant in Vaughan, Ontario. As Office Administrator, you keep the site's administration running and act as the central coordinator for business travel across the whole company, supporting leadership, HR, finance, and every department. This is a hands-on, organize-everything role in a new plant. You'll own company-wide travel arrangements end to end, run front-office operations and records, coordinate vendors, and support HR and finance administration. It suits someone exceptionally organized and discreet who keeps many things moving at once. Responsibilities Company-wide travel arrangements Serve as the primary coordinator for all business travel across the organization, including flights, accommodation, ground transportation, and visa documentation support. Manage travel for employees, visiting leadership, and technical staff, including international travel to and from China. Maintain travel records, coordinate expense documentation, and ensure compliance with company travel policies. Liaise with travel vendors, corporate accounts, and immigration/visa support services as needed. Office operations Coordinate the daily administrative operations of the site office and act as the point of contact for internal support and visitor reception. Maintain organized electronic and physical filing systems. Manage incoming and outgoing mail, courier services, and office communications. Maintain office supply inventory and coordinate procurement with approved vendors. Support leadership with scheduling, meeting coordination, and logistics. HR and finance administrative support Support the HR & Admin Manager with onboarding paperwork, filing, and employee records. Prepare correspondence, reports, presentations, and internal communications. Help organize invoices, receipts, and purchase documentation, and support accounts-payable and vendor documentation. Assist with expense report tracking and reconciliation, and provide documentation support during audits. Records and compliance Maintain corporate documentation in line with retention policies. Handle confidential and sensitive information appropriately. Support governance, information-management, and audit initiatives. What we're looking for Organization. You keep travel, records, and office operations accurate and on time. Coordination. You juggle many priorities and stakeholders without dropping any. Discretion. You handle confidential information with care. Communication. You are clear and professional in writing and in person. Service mindset. You make things easy for leadership, staff, and visitors. Qualifications 2 to 5 years of office administration experience in a corporate or manufacturing environment. Diploma or degree in Business Administration, Office Administration, Management, or a related field preferred. Experience managing corporate travel, preferably including international travel, an asset; experience supporting HR or senior leadership an asset. Microsoft 365 proficiency (Word, Excel, Outlook, PowerPoint); document management, ERP, or HRIS experience an asset. Awareness of ISO 14001 environmental management an asset. English required, Mandarin an asset for supporting bilingual staff and visiting stakeholders. Illustrative KPIs Examples of how success is measured in this role: Travel: accurate, on-time, policy-compliant travel arrangements. Office: smooth day-to-day office operations and reception. Records: accuracy and audit-readiness of administrative records. Support: responsiveness to leadership, HR, and finance requests. Working conditions Office-based at the Vaughan, Ontario plant. Standard business hours. Occasional travel. What we offer Extended health, dental, and vision care, plus life insurance. Group RRSP with company match. Paid vacation and public holidays. Shift premiums. Reimbursement for safety shoes and prescription safety glasses. Company events. Equal opportunity & accessibility Pangeo Group is proud to be an equal opportunity employer. We welcome applications from all qualified candidates regardless of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity or expression, age, marital status, family status, or disability. Accommodations are available on request throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation, please let us know and we will work with you to meet your needs. AI in hiring: We use artificial intelligence to screen and assess applications for this posting, in accordance with the job-posting disclosure requirements of Ontario's Employment Standards Act.

What you’ll do

The Office Administrator manages site-wide administrative operations, including front-office reception, vendor coordination, and office supply procurement. Additionally, the role serves as the primary coordinator for company-wide business travel and provides administrative support to the HR and finance departments.

Requirements

Candidates should have 2 to 5 years of office administration experience in a corporate or manufacturing environment. Proficiency in Microsoft 365 is required, and a diploma or degree in Business or Office Administration is preferred.

Benefits

• Extended health care • Dental care • Vision care • Life insurance • Group RRSP with company match • Paid vacation • Public holidays • Shift premiums • Safety shoe reimbursement • Prescription safety glasses reimbursement • Company events

Listed skills

• Organization · Preferred
• Microsoft 365 · Preferred
• Communication · Preferred
• Office Administration · Preferred
• Data entry · Preferred
• Inventory management · Preferred
• scheduling · Preferred
• English · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office administration
• Travel coordination
• Vendor management
• Records management
• HR support
• Finance administration
• Microsoft 365
• Communication
• Organization
• Discretion
• Expense reporting
• Data entry
• Scheduling
• Inventory management
• English
• Mandarin

Job areas

• Administrative
• Manufacturing
• Human Resources
• Finance & Accounting
• Management & Leadership