Office Administrator

InVision is a Professional Recruitment Firm involved in Engineering, Industrial/Skilled Trades, Information Technology and Professional Services within Canada and the U.S. We have a successful track record working on both small and large recruitment projects, across North America.

Our Client is seeking an organized and detail-oriented Office Coordinator to support daily office operations and administrative activities while coordinating with international teams, customers, suppliers, and business partners.

Responsibilities

• Independently manage daily office operations, facilities, supplies, equipment, inventory, maintenance, repairs, workspace arrangements, and relationships with property management, vendors, and external service providers.
• Coordinate office maintenance, renovations, installations, deliveries, and facility improvements while monitoring vendor performance, budgets, invoices, and expenses.
• Plan and organize corporate events, employee engagement activities, team-building initiatives, executive meetings, and company functions, overseeing vendors, catering, logistics, and event coordination.
• Support workplace health and safety programs, inspections, emergency preparedness, and JHSC activities while maintaining compliance records and coordinating corrective actions.
• Provide executive support to the CEO, including calendar management, meeting coordination, domestic and international travel arrangements, expense tracking, and confidential administrative matters.
• Prepare executive correspondence, presentations, reports, meeting agendas, and minutes while coordinating communications and follow-ups with international offices, employees, customers, suppliers, and business partners.
• Support HR activities, including interview coordination, candidate visits, employee onboarding, workplace orientations, and employee inquiries.
• Maintain accurate administrative records and identify opportunities to improve office procedures, operational efficiency, and cost-effectiveness.

Qualifications

• 8+ years of relevant experience in office administration, office coordination, facilities management, or a similar role.
• Post-secondary education in Business Administration, Office Administration, or a related field is preferred.
• Demonstrated ability to independently manage daily operations, proactively resolve issues, and follow through on tasks.
• Strong organizational, communication, time-management, and problem-solving skills.
• Ability to prioritize competing activities, manage multiple responsibilities, and meet deadlines in a fast-paced environment.
• Experience coordinating contractors, facility projects, suppliers, vendor negotiations, and service providers.
• Ability to identify practical and cost-effective solutions to operational and administrative challenges.
• Strong event planning and coordination skills, with excellent attention to detail and logistical organization.
• Proficiency in Microsoft Office, particularly Outlook, Word, and Excel.
• Ability to coordinate meetings, schedules, and activities across multiple time zones.
• Experience working with international teams or within a global organization is an asset.
• Excellent interpersonal and communication skills, with the ability to interact professionally with executives, employees, vendors, and external stakeholders.
• Ability to adapt to changing priorities and business requirements while exercising discretion, integrity, and sound judgment.
• Strong attention to detail and the ability to handle confidential information professionally.

Employment Rewards:

• Company is a Leader within their industry
• Permanent opportunity
• Growth opportunities
• 3 weeks vacation

Application Process:

All Qualified candidates will be contacted.

InVision is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind

It is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment.