Office Administrator

About the Role

The Office Administrator maintains CDSPI’s Toronto office in good order. Key responsibilities include overseeing building-related matters, handling corporate supply stock and orders, dealing with mailroom duties, and providing back-up to reception.

Additionally, this role will complete other duties as assigned by the Manager of Insurance and Investment Administration or by the Chief Operating Officer, on an as needed basis.

Key Accountabilities

Building Management:

  • Maintain CDSPI’s Toronto office in good working order, acting as the point of contact for any building matters, including after-hours emergencies
  • Source and oversee suppliers, contractors, and vendors based on needs, such as those for maintenance services, file management, and document storage
  • Liaise with inspectors, landlord, and building management
  • Oversee office access and security (entry passes, parking lot processes)
  • Prepare and send employee communications related to building matters
  • Provide occasional support for set-up of meetings and corporate events
  • Participate in the Joint Health & Safety Committee

 

Purchasing:

  • Support budget preparation for supplies and building costs and monitor performance
  • Source, order, receive, store, and track corporate supplies, ensuring appropriate stock is available on a timely basis
  • Prepare and send employee communications related to supplies

 

Mailroom:

  • Receive incoming courier packages and arrange for outgoing courier packages
  • Sort incoming mail and distribute to the appropriate department or person
  • Receive/distribute incoming faxes, forwarding to appropriate person/dept.

 

Reception (as needed for lunch breaks – 2nd backup for full day coverage):

  • Answer all incoming calls, and respond to callers’ inquiries in a positive, professional manner
  • Redirect calls as appropriate and take clear, concise messages when required
  • Greet, assist, and direct all visitors, offering refreshments

Reporting

Reports to the Manager or Insurance and Investment Administration.

Work Environment

  • In-office at CDSPI's Toronto office - on site 5 days per week
  • Requirement to be on call after hours in rare cases of building emergency

About You

The successful candidate will have the following:

Education:

  • High school graduate

 

Experience:

  • 2-5 years’ experience in office administration and support
  • Experience from small- to medium-sized companies is an asset
  • Switchboard and reception experience is an asset

 

Competencies and Attributes:

  • Self-starter who takes initiative and can work independently
  • Excellent verbal and written communication skills
  • Strong organizational skills and ability to prioritize, multi-task, and meet deadlines
  • Team player mindset with a proven ability to interact with all levels of management and staff
  • Proficiency in Microsoft Office suite
  • Ability to lift up to 30lbs to deal with incoming and outgoing courier packages and deliveries (with the use of a cart / dolly as needed)

How to Apply:

Please submit applications to careers@cdspi.com.

At CDSPI, we are committed to fostering an inclusive, accessible environment, where all employees and customers feel valued, respected, and supported. If you require an accommodation for the recruitment/interview process (including alternate formats of materials, or accessible meeting rooms or other accommodation), please let us know and we will work with you to meet your needs.