Administrative Officer (NOC 13100) Job

Administrative Officer (NOC 13100)
North Star Management Inc.
700 Dorval Dr, Suite 300
Oakville, ON L6K 3V3
Job Type: Permanent, Full Time, Weekend, Day, Night, and Evening
Salary: $36 hourly for 35 hours per week
Anticipated Start Date: As soon as possible
Location: Oakville, ON (1 vacancy)

North Star Management Inc. is a property management company specializing in condominium management across Ontario. With extensive experience in managing over 11,300 condominium units, the company is committed to providing high-quality services to condominium corporations. North Star Management combines a passion for managing communities with a deep understanding of the industry challenges, ensuring that condominium properties are maintained efficiently and in compliance with the Condominium Act. The company partners with a wide range of certified trades and professionals to deliver exceptional service, focusing on both the needs of the corporations and the satisfaction of the owners.

POSITION SUMMARY:

The Administrative Officer plays a vital role in supporting the corporate operations of North Star Management by overseeing office administrative procedures, coordinating internal workflows, and ensuring organizational processes run efficiently and in compliance with company policies. This position is responsible for implementing and improving administrative systems, maintaining accurate records, preparing reports and documentation for management, and supporting office staff with day-to-day administrative needs. The Administrative Officer must demonstrate strong organizational and communication skills, sound judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Their proactive approach to enhancing administrative operations contributes significantly to maintaining a well-structured, efficient, and professional office environment that supports the overall success of the organization.

MAJOR RESPONSIBILITIES:

• Develop and implement improved administrative procedures to support the company’s internal operations and office workflows.
• Review existing administrative processes across the corporate office, evaluate efficiency, and introduce updated procedures to enhance documentation, compliance, and reporting accuracy.
• Oversee and coordinate corporate office administrative activities, including preparing internal documentation, organizing office resources, and maintaining administrative systems used by staff.
• Establish office work priorities, assign tasks to administrative support staff, and ensure deadlines and internal procedural requirements are consistently met.
• Coordinate office services such as equipment procurement, office supply management, file systems, and the organization of forms, ensuring smooth office operations.
• Plan and coordinate corporate inventory control processes (office assets, equipment, supplies) while ensuring proper tracking, storage, and disposal procedures.
• Assist management in preparing internal operating budgets for the office and maintain budgetary controls related to administrative expenditures.
• Compile data from internal departments and prepare periodic reports, manuals, correspondence, and procedural guides for management review.
• Administer company policies and procedures related to the handling, storage, and release of administrative records while ensuring compliance with access-to-information and privacy legislation.
• Support contract administration at the corporate level (e.g., office service providers), ensuring documents are complete, properly filed, and aligned with company policies — without overseeing building-level maintenance contracts.
• Coordinate internal corporate training materials and onboard administrative staff on office procedures and record-keeping standards.
• Maintain a secure and organized office filing system, ensuring corporate records, manuals, and administrative documents are properly archived and accessible.
• Liaise with internal departments to ensure consistent administrative standards and reporting practices across the organization.

QUALIFICATIONS/SKILLS REQUIRED:

• Education: Completion of secondary (high) school is required
• Experience: 1 year of work experience in the position
• Languages: Proficiency in speaking, reading, and writing English

HOW TO APPLY:

By email: [email protected]

North Star Management Inc. is committed to diversity and equity; persons from underrepresented groups are encouraged to apply. We welcome applications from everyone in respect of gender, ethnic groups, youth, newcomers, refugees, and persons with disabilities.