Administrative Assistant

Job summary

The Office Administrator manages daily administrative operations, including office resources, documentation, and internal communications. They also provide support to leadership and various departments through scheduling, finance administration, and vendor coordination.

Job details

Summary The Office Administrator is responsible for the efficient coordination and management of daily administrative operations within the corporate office. This role ensures that administrative systems, documentation, communications, and office resources are organized and functioning effectively to support leadership and all departments. The Office Administrator acts as a central point of coordination for office operations, supporting finance administration, vendor coordination, document management, and internal communication processes. The role requires strong organizational skills, attention to detail, professionalism, and the ability to handle confidential corporate information. Key Responsibilities Office Operations Management Coordinate and manage the daily administrative operations of the corporate office. Serve as the primary point of contact for internal administrative support. 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. Ensure office equipment and facilities are functioning properly and coordinate maintenance when required. Support leadership with scheduling, meeting coordination, and travel arrangements. Corporate Administrative Support Prepare corporate documentation, reports, presentations, and internal communications. Maintain company records, administrative trackers, and document repositories. Assist leadership with coordination of corporate meetings, board meetings, or executive briefings. Support internal projects requiring administrative coordination. Maintain accurate contact lists, distribution lists, and internal directories. Finance Administrative Support Assist with organizing invoices, receipts, and purchase documentation. Support administrative components of accounts payable and vendor documentation. Maintain financial filing systems and expense documentation. Assist with expense report tracking and reconciliation coordination. Provide documentation support during internal or external audits. Vendor & Office Coordination Maintain relationships with office vendors and service providers. Coordinate office services including maintenance, supplies, and external service providers. Track vendor contracts and renewal dates where applicable. Assist in negotiating office supply or service agreements where appropriate. Record Management & Compliance Maintain corporate documentation in accordance with company retention policies. Ensure confidential and sensitive information is handled appropriately. Support compliance initiatives related to corporate governance, information management, or audits. Qualifications Education Diploma or degree in: Business Administration Office Administration Management Accounting or related field preferred. Experience 3–5 years of office administration experience in a corporate or professional environment. Experience supporting senior leadership or corporate departments preferred. Technical Skills Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Experience using document management systems, ERP systems, or corporate administrative platforms is an asset. Core Competencies Exceptional organizational and time management skills Strong attention to detail and accuracy Ability to handle confidential information Strong written and verbal communication skills Problem-solving and process improvement mindset Ability to manage multiple priorities simultaneously Professional and collaborative approach Illustrative Key Performance Indicators (KPIs) The following KPIs are examples used to measure effectiveness in this role. Administrative Efficiency Meeting Coordination Accuracy: 98–100% of scheduled meetings occur without scheduling conflicts. Administrative Request Response Time: Internal administrative requests acknowledged within 4 business hours and completed within agreed timelines. Document Preparation Turnaround: Standard administrative documents prepared within 24 hours of request. Office Operations Office Supply Availability: Maintain required office supplies with zero operational disruption due to shortages. Vendor Service Coordination: Office maintenance or vendor issues addressed within 1 business day of reporting. Office Operational Readiness: Ensure meeting rooms, office equipment, and shared spaces are operational >99% of the time. Record & Document Management Document Filing Accuracy: 100% compliance with corporate filing and document retention standards. Data Entry Accuracy: Maintain >99% accuracy in administrative data entry and record management. Audit Support Readiness: Corporate records organized and retrievable within 24 hours for audit or leadership requests. Finance Administrative Support Invoice Documentation Processing: Vendor invoices and supporting documentation organized within 2 business days of receipt. Expense Documentation Accuracy: 100% compliance with company expense documentation standards. Financial Record Organization: Maintain audit-ready financial administrative files. Service & Internal Support Internal Satisfaction: Maintain strong service support feedback from departments supported. Issue Resolution: Administrative issues resolved within 1–2 business days whenever possible. Continuous Improvement Process Improvement Initiatives: Identify or implement 1–3 administrative process improvements annually to improve efficiency, organization, or cost control. Working Conditions Office-based position within a corporate environment. Standard business hours. Frequent use of computer systems and office equipment. Salary Range: $45k-60k JOB ADS: Please use the following statement on job ad’s on indeed, linkedin, jazz hr and internal postings “Redoe, PES, Pangeo Corp welcomes and encourages applicants with disabilities, we have an accommodation process in place and provides accommodations for any candidate with disabilities as per the AODA.” INTERVIEW REQUESTS: Please use the following statement on an interview request “ Redoe, PES, Pangeo Corp provides accommodation for candidates with disabilities. If you require a specific accommodation because of a disability or a medical need, please let us know and we will make appropriate accommodations for your interview” JOB OFFER: Please use the following statement on job offers “Redoe, PES, Pangeo Corp has an accommodation process in place and provides accommodations for employees with disabilities. If you require a specific accommodation because of a disability or medical need that you have not yet informed us about, please let us know so that arrangements can be made for the appropriate accommodations to be in place before you begin your employment”

What you’ll do

The Office Administrator manages daily administrative operations, including office resources, documentation, and internal communications. They also provide support to leadership and various departments through scheduling, finance administration, and vendor coordination.

Requirements

Candidates should have 3–5 years of corporate office administration experience and a diploma or degree in a relevant field. Proficiency in Microsoft Office Suite and strong organizational and communication skills are required.

Listed skills

• Time management · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Vendor Coordination · Preferred
• Communication · Preferred
• Data entry · Preferred
• scheduling · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Microsoft Office Suite
• Administrative Support
• Office Operations
• Document Management
• Vendor Coordination
• Records Management
• Time Management
• Organizational Skills
• Attention To Detail
• Communication
• Problem-solving
• Expense Tracking
• Data Entry
• Scheduling
• Travel Arrangements
• Office Supply Management
• Office Equipment
• Maintenance Coordination
• Cost Control
• Office Administration
• Professionalism
• Expense Reports
• Vendor Contracts
• Microsoft Excel
• Accounts Payable
• Auditing
• Reconciliation
• Business Administration
• Business Communication
• Management
• Software Documentation
• Procurement
• Continuous Improvement Process
• Corporate Governance
• Management Accounting
• Document Management Systems
• Document Preparations
• Retention Period
• Finance
• External Auditing
• Financial Statements
• Leadership
• Information Management
• Internal Communications
• Invoicing
• Problem Solving
• Key Performance Indicators (KPIs)
• Management Auditing
• Microsoft Outlook
• Microsoft Office

Job areas

• Administrative
• Management & Leadership
• Finance & Accounting
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive