Description

The Office Operations Administrator is responsible for owning and managing the day-to-day operations of the office environment to ensure it is consistently maintained to a high standard. This role requires a highly proactive, detail-oriented individual who takes initiative and ensures issues are identified and resolved before they impact the broader team.

This role balances hands-on office operations ownership with general administrative and data support responsibilities, ensuring consistent value across the organization. The ideal candidate is someone who is equally comfortable managing the physical office environment and supporting broader administrative needs.

The Office Operations Administrator will have the following responsibilities:

1. Office Operations & Workplace Management

  • Own the overall condition and day-to-day management of the office environment
  • Ensure all common areas (kitchen, boardrooms, supply room, front lobby, etc.) are consistently clean, organized, and fully functional
  • Monitor the office environment regularly to identify and address issues in a timely manner
  • Maintain a consistent, professional standard across all workspaces and shared areas

2. Supplies Management

  • Manage office supplies, snacks, and beverages to ensure appropriate stock levels are maintained
  • Monitor supply levels and coordinate timely replenishment through approved vendors
  • Receive, organize, and restock deliveries in a timely manner

3. Facilities & Vendor Coordination

  • Act as the primary point of contact for building management and service providers
  • Monitor and ensure cleaning standards are met and escalate issues as needed
  • Coordinate maintenance requests and ensure timely resolution (e.g., printers, office equipment, facilities issues)
  • Track recurring issues and work with vendors to ensure consistent service quality

4. Administrative & Office Support

  • Serve as the primary point of contact for office-related needs, including visitor coordination, managing deliveries, and ad hoc administrative tasks as required
  • Support data entry and general administrative tasks across teams as needed
  • Assist with maintaining internal records and documentation
  • Take on additional administrative responsibilities as the role evolves

5. Execution & Accountability

  • Proactively identify and resolve issues through regular monitoring and structured processes
  • Maintain and refine tools (e.g. trackers and checklists) to ensure consistent execution of responsibilities
  • Prioritize tasks effectively and respond to time-sensitive matters with urgency
  • Demonstrate full ownership and accountability for maintaining a high standard office environment

Qualifications:

Education

  • Post-secondary education is an asset, but not required.

Experience

  • 2-5 years of experience in office administration, facilities coordination, or a similar role.
  • Experience managing office supplies, vendors, and facilities coordination
  • Experience with administrative support and data entry is an asset
  • Experience in a fast-paced office environment is an asset

Skills & Competencies

  • Strong organizational and time management skills
  • High attention to detail and ability to maintain consistent standards
  • Proactive, self-starter with strong sense of ownership and accountability
  • Strong communication and interpersonal skills
  • Ability to manage competing priorities in a fast-paced environment
  • Practical, hands-on approach to problem-solving