Office Administrator

Job Summary
The Office Administrator provides administrative support to the Operations Team to ensure that the day-to-day functioning of the office runs smoothly and efficiently. Excellent interpersonal and communication skills are needed to interact effectively with clients, staff, stakeholders, and the general public. This position is often the first point of contact for in-person, phone, and email enquiries and requests. The Office Administrator is the “go to” position for daily operational needs such as managing office supplies, equipment, and Vantage vehicles; office safety and security tasks; calendar and meeting room management; and basic IT support. In addition, exceptional organizational skills and attention to detail is needed for database work, documentation, scheduling, filing, and providing support in Finance and HR processes. As an administrative professional, this position is always looking for ways to improve office systems and procedures to optimize efficiency.

The Office Administrator adheres to all Vantage policies and procedures and health and safety protocols.

Accountabilities

This section provides the key outcomes this position is accountable for, and the activities required to achieve those outcomes.

1. Provide general administrative support to ensure that the day-to-day functioning of the office runs smoothly and efficiently

• Ensure that front desk reception tasks are done in a professional and respectful manner.
• Manage the organization’s mail and courier needs.
• Manage office supplies and equipment (photocopier, iPads, and shredder).
• Manage all matters related to vehicle maintenance and driver usage.
• Manage all matters pertaining to office safety and security, and building maintenance issues.
• Ensure meeting/program rooms are set up with necessary equipment and materials based on reservation and verification from individual booking the room.
• Assist with Vantage Academy training registrations as required including field inquiries from workers, guardians and general public.
• Track and update policies on Vantage’s systems (Humi, Sharevision and Sharepoint).
• Help staff with basic computer or software issues when possible and be the main point of contact with the external IT support specialist.
• Review office procedures and processes and identify ways to optimize efficiency.
• Perform duties such as photocopying, scanning, shredding, taking minutes when required, maintaining electronic and hard copy filing systems, and going to the bank.

2. Provide timely and accurate administrative support to Finance and Human Resources

• Assist with processes related to payroll and subcontractor invoices.
• Manage in-house petty cash accounts.
• Input and update data in databases or spreadsheets.
• Organize and maintain documents and records, ensuring accuracy and confidentiality.

3. Provide timely and accurate administrative support to Program Services

• Create folders of files for new IAS according to PDD standards.
• Assist with updating Sharevision libraries including IAS and worker profiles, incident and near miss reporting and library maintenance.
• Maintain email database for identified stakeholders.

Competencies Needed to Succeed in this Role

• Communication: able to communicate and interact effectively with clients, staff, external stakeholders and the general public using a variety of communication mediums.
• People-focused: able to work effectively with a diverse group of people; and promotes a positive and collaborative work environment.
• Adaptability: adapts to changing needs and situations; and demonstrates a solutions-focused approach to issues that emerge.
• Detail-oriented: diligently pays attention to detail when executing tasks, effectively implements and adheres to processes; and pursues quality in accomplishing multiple tasks/competing priorities.
• Ownership: manages time with strong organizational skills, prioritizes tasks, owns and learns from mistakes, demonstrates initiative, and takes personal ownership for all job responsibilities.
• Learning: proactively identifies opportunities for development; strives for continual self-improvement; and contributes to a learning culture environment.

Qualifications/Experiences Required

• Diploma in Office Administration or equivalent education and experience
• At least one year experience working as an administrative assistant or similar role
• Experience with databases and Excel spreadsheets
• Highly proficient with computers and Microsoft Office (Outlook, Teams, Word, PowerPoint and Excel) and internet
• Familiarity with office equipment including printers and scanners
• Must have a Police Check w/Vulnerable Person’s Sector Check (dated within 6 months of application date)
• Must have a Class 5 Non GDL Driver’s License

Join our dedicated and supportive team at Vantage, where you can make a meaningful difference in the lives of individuals with developmental disabilities while enjoying a vibrant and fun work environment. In addition to a competitive salary, you'll have the opportunity to grow professionally and contribute to our mission of promoting independence and delivering joy-filled opportunities.

Apply now and be a part of our team where work and passion align!

Visit us online: www.vantageltd.ca

Please note that due to the high number of applications received, only shortlisted candidates will be contacted.

Job Types: Full-time, Permanent

Pay: $50,000.00 per year

Benefits:

• Company events
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care
• Wellness program

Flexible language requirement:

• French not required

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• related: 1 year (preferred)

Licence/Certification:

• Full Class 5 (Not a GDL) Drivers License (required)

Work Location: In person