Overview
- This job will operate between the days Monday-Friday from 9am-5pm with a 1 hour lunch break. This role will assist Southbury Homes upon fulfilling daily tasks. Please find below the daily tasks listed under the "Office Administrator Job Description".
Office Administrator Job Description
- Answer the telephone, assist with inquiries by callers, transfer calls to respective parties. Check voicemails throughout the day and respond upon client's questions and/or concerns.
- When guests enter the front door, notify staff to advise them that their visitor has arrived. Have all visitors sign the guest book. Accept cheques from realtors, and verify that all cheques are accurately filled out (this includes, a date, company, and received stamp). Accept invoices from walk-ins from the trades.
- Ask guests if they would prefer any refreshments and/or directions to use the restroom.
- Ensure that the front office is clean and organized (this may include the use of mopping the floors as required, cleaning the rooms of any items, and/or touch up of vacuuming). Magazines on front table should also be replenished and organized throughout the day to ensure an appropriate and professional environment.
- Daily walk through first thing in the morning to make sure washrooms and kitchens are stocked, organized and clean. This would also happening during mid-day to ensure that all amenities' are organized for clients upon visit.
- In regards to kitchen maintenance, ensure that all of the dishes are clean and put away, the coffee and tea section is nicely stocked, water in the fridge is filled, the sink and island are clean and organized, etc. clean.
- Organize and replenish stationary and janitorial supplies as required.
- Photocopy as required and ensure that the paper is always stored.
- Purchase grocery items for office on a daily basis as needed. This may include, milk, cream, stationary items, etc.
- Liaison between service providers (phone, photocopy, internet providers) and Southbury Homes when there are service-related issues that require attention.
- Retrieve mail daily, open the mail if assigned, date and stamp, organize into groups and distribute to respective parties. Prepare outgoing mail by using postage meter and mailing at post office.
- Keep employee phone list and corporate internal staff list up to date and distribute to staff.
- Organize courier pickup when needed.
- Ensure that the offices are both locked at night, that the lights are shut off before leaving, and the alarm is set.
- If there is an outage, reset phones for colleagues.
- Monthly cheque runs – Call each vendor as per call list. Type up vendor pickup list in alphabetical order. Put cheques in envelopes, seal envelopes, and put it in alphabetical order. Review cheque list with issued cheques and report any missing cheques for vendors. Review original call vendor call list with cheques issued for added new vendors and call vendors to advise of cheque pickup. Hand out cheques and fill out vendor pickup list. Follow up with calls to vendors a few days later for those that have not picked up their cheques.
- Assist HR with onboarding of new employees – Welcome each new employee and walk them through the office to familiarize with departments, emergency exit doors, kitchen, sharing about our philanthropic contributions, introducing them to colleagues, showing them where equipment is located (i.e photocopier), how to use the phones.
- Setting up new employee’s office and ensure that they have a smooth transition.
- Providing coffee to guests on main floor meeting rooms. Following up with coffee supplier on a weekly basis for items required for various coffee stations throughout office.
- Assist any department within both units that requires help when needed.
- Prepare meetings for Southbury Homes and Rock Mortgage Company.
- Assist with events when needed for Southbury Homes & Rock Mortgage Company.
Details for Application
- Application's will be accepted until Wednesday, July 15, 2026.
- Please email the application to [email protected] to organize an in-person interview process.
Pay: $25.00-$30.00 per hour
Benefits:
- Casual dress
- Company events
- On-site parking
- Paid time off
Work Location: In person
