As a Corporate Administrative Assistant, you will play a key role in keeping the office running smoothly by providing essential administrative support to various departments. Your duties will span across areas like data entry, shipping, operations, and general office tasks. This role requires flexibility, a proactive mindset, and the ability to handle multiple responsibilities at once, as additional tasks may arise based on the evolving needs of the business.
Your contributions will directly impact the day-to-day operations and success of the organization. The ideal candidate will be highly organized, a great communicator, and ready to adapt to the ever-changing demands of the workplace. Throughout your role, you’ll receive regular feedback and performance reviews to support your growth and improvement.
Key Responsibilities:
- Manage and maintain the visitor log, ensuring all visitors are recorded accurately and promptly.
- Greet suppliers, customers, and visitors with professionalism and warmth, creating a welcoming atmosphere.
- Keep the front vestibule area clean, organized, and presentable at all times.
- Unlock and lock the front door to ensure visitors can access the building as needed.
- Guest Services, Maintenance & Housekeeping Coordination: Responsible for monitoring and maintaining stock levels of in-house guest amenities, including beverages, snacks, and other hospitality items. Maintain the company kitchen by ensuring it stays clean, organized, and that the dishwasher is run weekly.
- Guest Arrival & Hosting Assistance: Provide support in preparing for guest arrivals by creating welcome packages, assembling name badges, arranging lunches, and coordinating other hosting needs to ensure a professional and seamless guest experience.
- Package small parts securely, ensuring the correct items are packed and ready for shipment.
- Prepare shipping documents, such as Waybills, Bills of Lading (BOL), Labels, and Packing Slips.
- Ensure shipments are labeled correctly and ready for dispatch.
- Arrange courier and freight pick-ups as needed and monitor the delivery process.
- Communicate tracking details to the logistics team and ensure timely delivery.
- Create Freight Purchase Orders (POs) for shipments.
- Digitally file all customs and shipping paperwork to maintain organized records.
- Edit and update operational manuals to ensure they remain current and accurate.
- Source and collaborate with translators to have documents translated when needed
- Handle clerical duties such as managing visitor logs, coordinating with vendors, and ensuring smooth operations in the front office.
- Support general office duties, including scanning, filing, printing, and binding documents.
Required Skills & Qualifications:
- Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
- Ability to multitask while keeping clear communication with both team members and external contacts.
- Professional, friendly demeanor, with the ability to greet visitors and suppliers with courtesy.
- Proficiency in Microsoft Office Suite, especially for filing, data entry, and document management.
- Ability to manage a switchboard and efficiently delegate calls.
- Attention to detail, ensuring proper document filing, retrieval, and management.
- A proactive attitude, with a commitment to continuously improving by seeking feedback, asking questions, and organizing resources to boost efficiency.
- Ability to maintain a clean, professional, and welcoming office environment.
We appreciate the time and effort all applicants invest in their submissions. Please note that only candidates shortlisted for this role will be contacted directly. However, your profile will remain under consideration for future opportunities that align with your experience and career goals. All qualified applicants will receive fair consideration for employment. We welcome individuals of all backgrounds, experiences, and identities including those who identify as women, members of racialized groups, Indigenous Peoples, persons with disabilities, and 2SLGBTQIA+ communities. If you require an accommodation, please review our
accessibility policy and reach out to our accessibility officer with any questions. Our human recruiters review all applications and always make the final hiring decision. On occasion, we also use AI-assisted tools to help review applications.
