We are looking for a proactive Office Administrator to support daily operations in Barrie, Ontario. This position is suited to someone who takes initiative, keeps workflows organized, and helps create a positive experience for both clients and colleagues. The successful candidate will contribute across administration, reception, records management, and office systems while helping the team operate efficiently and professionally.
Responsibilities:
- Provide administrative support across daily office activities, including preparing letters, reports, presentations, and other business materials.
- Coordinate calendars, appointments, and meeting logistics to keep schedules organized and operations running smoothly.
- Maintain orderly digital and paper records, including document preparation, scanning, filing, and retrieval of information as needed.
- Greet visitors warmly, manage front-desk interactions, and help maintain a welcoming office environment.
- Oversee incoming mail, courier deliveries, and general office correspondence to ensure timely communication and distribution.
- Track and replenish office supplies while liaising with vendors and service providers to support uninterrupted operations.
- Update client information and internal databases with accuracy, including data entry, verification, and routine record maintenance.
- Assist with reporting, operational tracking, and administrative systems while helping keep information current and accessible.
- Identify opportunities to improve procedures, document standard office practices, and support the adoption of new tools and technology.
- Contribute to special projects and additional administrative initiatives as priorities evolve.
- Minimum of 5 years of experience in office administration, executive support, office coordination, or a similar administrative role.
- Strong organizational skills with the ability to manage multiple tasks and deadlines effectively.
- Experience supporting senior leaders or business owners.
- .Comfortable learning and navigating new software platforms, while looking for efficiencies
- Forward thinking, able to anticipate needs and requirements for clients and owner.
- Knowledge of workflow automation tools or AI productivity platforms is considered an asset.
- Excellent attention to detail and a high standard of accuracy in document handling and data entry.
- Clear and effective verbal and written communication skills.
- Advanced working knowledge of Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Confidence using and learning software platforms such as accounting and productivity tools, including Google Docs, Google Sheets, Google Suite, and CaseWare.
- Sound judgment, problem-solving ability, and a resourceful approach to day-to-day challenges.
We're looking for someone who naturally asks:
"Can this process be improved?"
"Is there a better way to do this?"
"How can technology help us work smarter?"
"What can I take off someone else's plate?"
You enjoy solving problems before they become issues. You are energized by learning, naturally curious, and love understanding how systems work. Rather than simply completing tasks, you look at the bigger picture and seek opportunities to improve the way work gets done.
You take pride in being dependable, resourceful, and adaptable. When the office is quiet, you don't wait for direction—you seek opportunities to organize, improve, automate, or support the team in meaningful ways.
Core Competencies
Proactive mindset
Continuous learning
Process improvement
Technology aptitude
Initiative and ownership
Organization and planning
Attention to detail
Customer service excellence
Adaptability
Collaboration
Critical thinking
Communication
Problem solving
Confidentiality and professionalism
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This job posting is for a current vacancy with our client.
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