Office Administrator

Overview

Office Administrator Jobs in Scarborough, Ontario, Canada at Insight Global

Title: Office Administrator/Receptionist

Location: Scarborough, ON M1R 3A9 (onsite)

Pay Rate: $20-30/hr

Duration: 6-month contract + extensions or permanent conversion

Qualifications:

• Minimum 2–5 years of experience in facilities operations, corporate hospitality, or office services, with demonstrated responsibility for vendor management and service level agreements (SLAs).
• Hands-on experience with work order systems and ability to build dashboards (Excel/Power BI)
• Demonstrated program ownership, cross-functional coordination, and continuous improvement
• Excellent communication and diplomacy when interfacing with senior staff, vendors, and external partners
• Demonstrated discretion in handling sensitive data and internal processes
• High level of proficiency in Microsoft Office Suite, including Excel and Outlook

Position Overview

Reporting to the Facilities Operations Manager, the Office Administrator owns the workplace operations and experience program for the site's global facilities queue. Integrate Facilities, Security, IT, and hospitality vendors to deliver a safe, efficient, and branded environment. Administer vendor performance and SLAs, manage global facilities operations tasks, and publish KPIs to improve cost, quality, and user satisfaction.

Front-of-House Oversight (40%)

1. Oversee the front-of-house experience, welcome direct clients, candidates, vendors, employees, and visitors with professionalism and warmth upon arrival. Verify and register visitors using the building’s visitor management system to ensure compliance and safety
2. Manage the self-service conference rooms by assisting with the internal reservation system, helping resolve booking conflicts, ensuring meeting details are complete, and contributing to weekly utilization reporting to maintain space readiness and scheduling standards
3. Set service standards for catering/AV requests and coordinate escalation paths; measure on-time readiness and service recovery
4. Responsible for call routes, mail and package notifications during peak periods to ensure consistent front-of-house operations and reliable service delivery
5. Provide administrative support to the Regional Director – Canada. This will include but it is not limited to, expense report processing, travel bookings and other administrative duties as required by the Regional Director

Global Facilities Operations (60%)

1. Ensure daily readiness across multiple suites and the main conference center by coordinating Facilities, IT, and Security teams; meet with cross-functional teams to identify and resolve operational issues and contribute to continuous improvement initiatives
2. Monitor and maintain front-of-house inventory levels (e.g., guest supplies, office consumables); coordinate timely replenishment with approved vendors, process purchase orders, and verify invoice accuracy to ensure smooth daily operations and cost control
3. Assist with vendor coordination by maintaining up-to-date contractor registers, tracking insurance and compliance documentation (e.g., COIs, safety orientation records), and supporting quarterly business review preparation to help monitor service level performance.
4. Assist with the work order system by supporting work order triage and dispatch, helping track key performance indicators (e.g., first-time fix rate, cycle time, backlog age), and contributing to monthly dashboard preparation and corrective action reporting.
5. Assist with onboarding global vendors in the supplier platform by helping ensure data completeness, tracking policy acknowledgments, and supporting integration into purchase order and invoice workflows.
6. Maintain standard operating procedures (SOPs) and reference materials for cross-site operational tasks and shared resources; ensure documentation remains current, accessible, and aligned with practices adopted by peer locations.
7. Read and follow the Underwriters Laboratories Code of Conduct, and follow all physical and digital security practices

Title: Office Administrator

Company: Insight Global

Location: Scarborough, Ontario, Canada