Office Admin - Fixed Term

Job summary

The role involves managing daily administrative tasks such as mail distribution, courier coordination, and document processing. Additionally, the candidate will monitor office supplies and assist with various project-based administrative duties.

Job details

Company Description Vialto is a market leader in global mobility services. Our purpose is to ‘Connect the world’. We are unique and the only stand-alone global mobility business. This presents a rare opportunity for our clients, stakeholders, and colleagues. Our teams help companies streamline and effectively manage their global mobility programs in a cost-efficient and compliant manner. Our services focus on providing cross-border compliance and risk assessment for tax, immigration, business travel, rewards and compensation, and remote work. Working at Vialto is about getting the chance to be part of a global and dynamic team. Globally, Vialto has over 8200 staff in over 150 countries and territories around the world and continues to grow. You will work with clients from a range of industries and different geographical locations. We believe in connecting the world and supporting our colleagues to do the same in their careers by undertaking assignments and opportunities globally that broaden their skills and ultimately benefit our clients. Vialto is unstoppable when we work together in a culture of belonging, where everyone can thrive. We encourage employees to bring their true self and share their unique talents and expertise to positively impact the communities we serve. To learn more about what we do, tune in to our podcast On the Move to hear expert insights on issues affecting global mobility, and read about the latest news in the industry. You can also follow us on LinkedIn and Instagram. Job Description We are seeking a candidate who will work with the Business Center Support team to support the day-to-day administrative business activities of the Vialto. This role is 100% on-site at the assigned Vialto office. Job Responsibilities ● Pick-up, sorting and distribution of daily incoming mail ● Pick-up, sorting and coordination of daily outgoing mail / courier packages ● Printing, photocopying and scanning of documents and updating data management systems ● Courier preparation - waybill creation, tracking of packages, contacting vendor to resolve issues related shipment delays ● Monitor and replenish office supplies ● Stocking basic kitchen supplies ● Assist with other administrative tasks or project-based work, as required Education and Professional Certification ● High school diploma required. A post-secondary education is an asset Work Experience ● 1-3 years of related experience in a similar role, business support service center, printing services industry within a fast-paced, high-volume environment during peak periods ● Experience working with printers ● Ability to follow processes and procedures safely and accurately ● Experience with Microsoft and Google suite of products is an asset General Attributes ● Critical attributes of this position include: a positive, proactive “can do” attitude and excellent customer service, interpersonal and communication skills ● Strong work ethic, discretion in handling confidential information and ability to prioritize and adapt to changing demands and deadlines ● Must have strong organizational skills, meticulous follow-up and follow-through, good judgment and high attention to detail ● Confidence in ability to work in an ever-changing work environment Communication / Interpersonal Skills ● Clearly communicates efficiently and professionally ● Excellent discretion when dealing with sensitive information ● Ability to negotiate and influence effectively Customer / Client Service ● Provides services according to predetermined requirements and quality standards. ● Escalates problems to team lead or manager if unable to resolve ● Ability to take initiative and very client service oriented Problem Solving / Judgment / Decision Making ● Excellent judgment and strong problem-solving skills, including a proactive approach to working with staff and clients at all levels while demonstrating flexibility ● This position follows straightforward guidelines and established practices; major issues are deferred to the team lead or manager to resolve Additional information ● Please note this is a 3-6 month full-time contract opportunity, starting from Jan 2027 (with the possibility of extension). ● This role is 100% on-site at the assigned Vialto office. ● Hourly rate range for this position is CAD $21-$22.50 We are an equal opportunity employer that does not discriminate on the basis of any legally protected status. Please note that AI is used as part of the application process

What you’ll do

The role involves managing daily administrative tasks such as mail distribution, courier coordination, and document processing. Additionally, the candidate will monitor office supplies and assist with various project-based administrative duties.

Requirements

Candidates must have a high school diploma and 1-3 years of related experience in a fast-paced environment. Proficiency with Microsoft and Google suites and the ability to work on-site are required.

Listed skills

• Time management · Preferred
• Google Suite · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Communication Skills · Preferred
• data management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Mail distribution
• Courier coordination
• Data management
• Office supply management
• Customer service
• Communication skills
• Attention to detail
• Microsoft Suite
• Google Suite
• Problem solving
• Time management
• Organizational skills
• Confidentiality
• Office Supply Management
• Influencing Skills
• Influencing Without Authority
• Global Mobility Programs
• Organizational Skills
• Global Mobility
• Follow Through
• Cross-Border Compliance
• Strong Work Ethic
• Administrative Functions
• Artificial Intelligence
• Business Support Systems
• Decision Making
• Customer Service
• Communication
• Data Management
• Leadership
• Interpersonal Communications
• Problem Solving
• Proactivity
• Risk Analysis
• Service Industries
• Sorting
• Team Leadership
• Coordinating
• Prioritization
• Google Workspace
• Detail Oriented

Job areas

• Administrative
• Customer Service & Support
• Consulting
• Office Administrator
• Administrative Clerk / Coordinator
• General Office Clerks
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive