Office Administrator

Job Title: Office Administrator

Job Location: Markham, ON

Duration: Full-Time

Shift Schedule: Monday to Friday, 9 AM to 5 PM

Summary:

Under the direction of the Sr. Contracts Manager, Canada, this position is responsible for:

• Planning and coordinating all office operations, including on-site interdepartmental support activities.
• Assisting in the development, organization, and delivery of contractual documents and proposals that establish and maintain business relationships with key corporate customers.

Responsibilities:

• Office Operations:
  • Coordinate and manage day-to-day office operations, including mail triage, filing, audits, and office event planning.
  • Coordinate office maintenance and improvement initiatives with IT, HR, Finance, Sales, Marketing, and other internal stakeholders.
  • Support Core Value initiatives, sales meetings, and other office-related activities.
  • Assist in developing and implementing strategic operational plans and best practices for the Canada office, with a focus on process improvement and cost efficiency.
  • Manage office budgets, expenditures, and procurement of required supplies.
  • Ensure office compliance with all applicable regulatory and legal requirements.
• Contract Administration & Business Support:
  • Assist with customer communications and required notification filings.
  • Liaise effectively with business unit stakeholders and support departments.
  • Oversee the creation and maintenance of a central repository for contracts, projects, proposals, pricing documentation, and related analyses.
  • Maintain electronic backup files for all proposals, pricing records, and associated documentation.
  • Coordinate and monitor the proactive use of established tools and protocols between sales teams and internal business units to improve operational efficiency.
  • Support and drive compliance with RFI (Request for Information) and RFP (Request for Proposal) processes, ensuring timely completion of documents required for proposals and agreements.
  • Perform additional duties as assigned by the Sr. Contracts Manager.

Required Skills:

• Education & Experience Requirements:
  • Associate’s or Bachelor’s degree in Office Administration, Business Administration, or a related field.
  • Minimum of 3 years of relevant experience, or an equivalent combination of education and experience.
  • Knowledge of organizational effectiveness and operations management.
  • Understanding of business and management principles and practices.
  • Knowledge of financial and accounting principles.
  • Knowledge of human resource principles and practices.
  • Familiarity with project management principles and methodologies.
  • Strong information technology skills.
• Specialized Skills & Qualifications:
  • Technical Skills:
    • Advanced proficiency in: Microsoft Excel, Microsoft Access, Microsoft Word, Microsoft PowerPoint.
  • Professional Skills:
    • Demonstrated leadership ability.
    • Self-motivated, proactive, and creative mindset.
    • Excellent written and verbal communication skills in both English and French.
    • Strong time management, planning, and organizational skills.
    • Strong sense of ownership, accountability, and work ethic.
    • Proven analytical, statistical, problem-solving, and decision-making abilities.