Administrative Office Manager

Overview

Do you excel at building strong workplace connections, leading office operations, and keeping daily administrative tasks running seamlessly? Join our team as an Administrative Office Manager in Downtown Toronto. In this role, you will bring a blend of local operational leadership—championing a positive workplace culture, leading internal office communications, and driving local office initiatives—with direct, hands-on daily administration. You will be the face and backbone of our Downtown Toronto office: welcoming visitors, managing accounts payable invoices and expense approvals, leading new employee systems orientation, formatting technical documents, and coordinating facilities to ensure our teams have everything they need to succeed.

The Opportunity

We are currently seeking a motivated, service-minded professional for the position of Administrative Office Manager in our Downtown Toronto office.

This is a full-time, in-office position and requires working from our Toronto office five days per week.

As a valuable member of the Offices national resource team, you will have the opportunity to showcase your organizational, communication, and problem solving skills in a fast-paced professional office environment. Your ability to create strong working relationships will elevate your and the company’s collective success. Your drive for excellence will present opportunities to chart your own path to success with a rewarding career in our firm.

About Dillon

Dillon Consulting Limited (Dillon) is a proudly Canadian, 100% employee-owned professional consulting firm specializing in planning, engineering, environmental science, and management. With over 25 offices and more than 1100 employees across Canada, we offer a wide range of services related to building and improving facilities and infrastructure, protecting the environment, and developing communities.

At Dillon, we strive to remain at the forefront of technology and innovation and thrive on interdisciplinary collaboration, empowering our people to challenge conventional thinking and build careers focused on creating a lasting impact in our communities. We are committed to ongoing professional development and celebrate the unique perspectives that each team member brings to the table.

Employee ownership is available to all Dillon team members, and over 60% of our employees’ own shares in Dillon. Through employee ownership, we return the financial benefit created by our project work to the very people who created that value. Because we are an employee-owned firm, your voice will be an essential part of our shared success.

Responsibilities

What you will have the opportunity to do

Local Operational Leadership

• Lead the development and execution of the annual Office Business Plan and monitor local operating budgets to align with company priorities
• Foster a collaborative office culture by facilitating local staff meetings, coordinating social and charitable events, and liaising with national resource groups
• Lead the local Health and Safety committee and support operational initiatives
• Provide support for local and regional business initiatives, special operational projects, and leadership working group

Daily Administrative & Operational Support

• Facilitate onboarding and systems training for new team members
• Coordinate with third-party service providers and property management
• Assist in organizing work-related functions and community engagement events
• Greet visitors, coordinate mail and couriers, manage entry system for staff
• Complete office services such as office filing and archiving
• Manage the flow and approval of accounts payable invoices and expense claims for staff
• Manage office equipment and supplies, including furniture, copiers, general office supplies, and other amenities
• Format a range of documents in Microsoft Word, edit and proofread documents for spelling, grammar, and consistency, and complete overall quality reviews
• Complete document production, including photocopying, scanning, binding, and compiling PDF files
• Embrace a 'no job is too big or too small' mindset; complete other administrative duties as required or assigned to run the office effectively, and service our project and proposal needs

Learning & Development

• Commit to self-development and ongoing learning and professional development

Qualifications

What you will need to succeed

• A minimum of five (5) years of administrative and office operations experience
• A certificate or diploma in an administration-related field of study will be considered an asset

Experience

• Strong interpersonal skills and a positive “can-do” attitude with the ability to provide an enthusiastic, problem-solving presence in the office
• Confidence in facilitating meetings, chairing discussions, and clearly communicating operational updates to small and medium group settings
• Strong time management skills, able to prioritize work effectively to meet tight deadlines and changing workload demands
• Ability to work independently and as part of a team
• Professional verbal and written communication skills
• Proficient in the use of Microsoft Word and Excel
• Excellent attention to detail, a high regard for accuracy, and the ability to provide high-quality outputs
• Understanding of basic accounting principles, terms and financial functions
• A forward-thinking mindset with curiosity and interest in exploring AI tools and modern digital workflows to streamline daily administrative tasks and improve office efficiency
• Experience in customer service and/or a Professional Services consulting firm is considered an asset

Compensation

$55,000 to $75,000

Dillon is including the salary range that we in good faith believe may offer for this position. It will be dependent on the successful applicant’s education, experience, and skills, in addition to internal equity and geographic region. Dillon reserves the right to pay outside of the posted range, contingent on factors unrelated to an applicant’s gender or other status protected by provincial and/or federal law.

The mindset we value:

We are particularly interested in people with an entrepreneurial mindset—people who combine sound professional judgment with initiative, curiosity and follow-through. You may be a strong fit if you:

• See possibilities others may miss and can turn a good idea into a practical next step.
• Are comfortable challenging the status quo respectfully, using evidence and sound judgment rather than change for its own sake.
• Able to work through ambiguity, create clarity and maintain momentum without losing sight of quality or defensibility.
• Balance creativity with accountability, collaboration and follow-through.
• Share credit, build trust and make the people around you stronger.
• Communicate clearly and persuasively in writing, in meetings and with diverse audiences.

In addition to a competitive base salary, Dillon offers:

• Employee share purchase plan
  • Dillon is 100% employee-owned, and share ownership is open to all employees. Our annual share dividends have historically outperformed the market average.
• Dillon’s Overtime Directive
  • This Management Directive establishes a firm-wide 40-hour weekly overtime threshold, after which premium pay applies, ensuring consistent and fair compensation across all Canadian offices.
  • Competitive benefits package, including:
  • Comprehensive health benefits
  • Generous retirement savings plan with employer matching up to 5.5%
  • Student loan repayment assistance
  • Wellness allowance and enhanced mental health benefits
  • Ample paid vacation
  • Employee and Family Assistance Program (EFAP)
  • Goodlife Fitness Corporate Membership rates

Health & Safety at Dillon

Prospective employees are expected to fully align with Dillon's core commitment to Health & Safety. This includes active, ongoing engagement with our Health & Safety processes and platform, and the active, ongoing identification and reporting of health and safety hazards.

Employment Equity, Diversity & Inclusion at Dillon

Dillon is committed to employment equity and an inclusive, diverse workplace where opportunities are based on skills and abilities. If you require accommodation during the interview process, please let us know.

Technology enablement and the use of AI at Dillon

Please be advised that Dillon uses AI-assisted tools to support aspects of our recruitment process to increase efficiency and fairness. While AI supports the process, all hiring decisions are made by our human recruiting team. By applying, you acknowledge and consent to this use.

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