Office Administrator

Office Administrator / Executive Assistant

Downtown Toronto | Hospitality Construction

Office Administrator / Executive Assistant

Our client is a well-established and growing contractor specializing in hospitality construction projects throughout the Greater Toronto Area. They are seeking a highly organized, proactive, and detail-oriented Office Administrator to support day-to-day operations and provide executive-level administrative support to leadership.

This is a critical role within the organization and an excellent opportunity for someone who enjoys creating structure, managing priorities, and ensuring an office operates efficiently.

Key Responsibilities

Executive Support

• Manage executive calendars, appointments, and scheduling
• Coordinate meetings, conference calls, and project-related events
• Arrange travel, accommodations, and itineraries as required
• Prepare correspondence, presentations, reports, and meeting materials
• Manage confidential information with professionalism and discretion
• Assist leadership with special projects and administrative initiatives

Office Administration

• Serve as the primary point of contact for office administration and reception functions
• Manage incoming calls, emails, mail, and courier deliveries
• Coordinate office supplies, vendors, equipment, and service providers
• Maintain organized digital and physical filing systems
• Assist with onboarding and administrative support for new employees
• Support company events, meetings, and team functions

Accounting & Bookkeeping Support

• Assist with accounts payable and accounts receivable administration
• Process invoices, expense reports, and purchase orders
• Support monthly reconciliations and financial reporting activities
• Maintain accurate records and documentation
• Coordinate with external accounting and bookkeeping partners as required

Project & Operational Support

• Assist with project documentation and contract administration
• Maintain project files, correspondence, and records
• Support tender submissions and proposal documentation
• Track deadlines, action items, and key deliverables
• Help improve administrative processes and operational efficiencies

Qualifications

• 5+ years of experience in an Executive Assistant, Office Administrator, Office Manager, or similar role
• Strong organizational and time management skills
• Exceptional attention to detail
• Excellent verbal and written communication skills
• Experience supporting senior leadership or business owners
• Working knowledge of bookkeeping principles and accounting processes
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
• Experience with QuickBooks or similar accounting software considered an asset
• Construction, contracting, engineering, architecture, or project-based industry experience is considered an asset

What We're Looking For

The successful candidate is someone who:

• Anticipates needs before being asked
• Takes ownership and accountability
• Thrives in a fast-paced environment
• Is resourceful, professional, and dependable
• Enjoys creating systems and keeping things organized
• Can manage multiple priorities while maintaining a high level of accuracy

Compensation

• $65,000 - $80,000 base DOE
• Opportunity to work directly with company leadership
• Stable and growing organization
• Collaborative and supportive team environment
• Bright, downtown office

If you are a highly organized professional who enjoys being the person that keeps everything running smoothly behind the scenes, we would love to hear from you.

Please apply in confidence through Blackridge Search Group.