Hodess is seeking a highly organized, personable, and proactive Office Administrator to support the smooth and professional operation of our growing organization. Working closely with employees and leadership across the organization, the Office Administrator will play an important role in keeping the office running smoothly and supporting the day-to-day needs of the business. From coordinating company events and catering to managing office supplies, correspondence, and administrative processes, this position offers an opportunity to contribute across many areas of the organization. Experience with AR/AP, project and/or contract administration, and business development is valuable, but equally important are strong organizational skills, initiative, and a professional, service-oriented approach. The successful candidate will be someone who enjoys creating an organized, welcoming, and efficient workplace and takes pride in making sure the many details behind the scenes are handled thoughtfully and effectively.
About Hodess
Hodess is a North American specialty construction and technical services company focused on critical environments, including cleanrooms, dry rooms, and environmental rooms. With more than 45 years of experience, Hodess works with clients across industries such as life sciences, biotechnology, healthcare, pharmaceutical, advanced manufacturing, aerospace and defense, data centers, and semiconductors. With more than 400 employees, seven offices across North America, and projects completed across more than 50 states and provinces, Hodess brings together specialized construction expertise and technical services to support projects from concept through long-term operation.
Job Type: Full-time
Salary Range: $55,000 – 65,000 Salary will be commensurate with education, relevant experience, qualifications, and market conditions.
Hours: Monday–Friday, 8:00 a.m.–4:00 p.m.
Vacancy Status: This posting is for an existing vacancy.
AI Disclosure: Hodess does not use artificial intelligence to screen, assess, or select applicants for this position.
Position Overview
This position is well suited to someone who enjoys variety, is comfortable managing multiple priorities, and can move seamlessly between day-to-day administrative tasks and larger organizational initiatives. Responsibilities will include office management, employee and project team support, company event coordination, catering and hospitality, accounting administration, project administration, health and safety training coordination, document management, and business development assistance. The successful candidate will be proactive, dependable, highly organized, and comfortable working independently while maintaining a professional and welcoming office environment.
Key Responsibilities
Office Administration & Management
- Manage the day-to-day administration and organization of the office, ensuring the workplace operates efficiently and professionally.
- Serve as a primary point of contact for general office needs and administrative requests.
- Coordinate incoming and outgoing mail, courier services, shipments, and deliveries using services such as UPS, FedEx, and Purolator.
- Maintain office, kitchen, and workplace supplies and coordinate replenishment as required.
- Coordinate with vendors for office maintenance, cleaning, repairs, service providers, and general workplace requirements.
- Maintain an organized, welcoming, and professional office environment.
- Coordinate office equipment, furniture, and other workplace requirements.
- Maintain office contact lists, organizational information, and other administrative records.
- Provide general administrative support to employees and leadership as required.
Company Events, Meetings & Hospitality
- Coordinate and support all company events and office functions, including employee events, client events, meetings, Lunch & Learns, celebrations, team gatherings, and visits from employees and representatives from partnering regions.
- Coordinate catering orders, menus, dietary requirements, deliveries, setup, and cleanup for meetings and company events.
- Coordinate meeting rooms, seating arrangements, technology requirements, refreshments, and other event logistics.
- Arrange hospitality and office requirements for visiting clients, partners, vendors, and employees.
- Assist with planning and coordinating company celebrations, holiday events, employee appreciation activities, and other internal functions.
- Ensure events and meetings are organized, welcoming, and aligned with the company's professional standards.
Health, Safety & Employee Training Administration
- Track employee certification and training requirements, including expiry dates, renewal requirements, and coordinate with Project Directors for project-specific training requirements.
- Coordinate the booking and renewal of employee training and certifications as required, ensuring employees maintain current qualifications for their roles and assigned projects (e.g. WHMIS, AODA, Working At Heights, OSHA 30 etc.) using our third party vendors.
- Assist with tracking attendance and maintaining records related to toolbox talks, training sessions, and other employee health and safety activities.Follow up with employees and Project Managers/Directors regarding upcoming certification expiries and outstanding training requirements.
- Coordinate the monthly virtual toolbox talks hosted by SmartCOR, including setting up the laptop, meeting room, audio/visual equipment, and other technology required for the session.
- Track and maintain PPE inventory (Safety vests, helmets, gloves etc.)
Accounting & Financial Support
- Coordinate with Accounts department to support with Vendor Set-up, Credit Applications and data entry on ERP systems
- Assist with uploading compliance documents
- Coordinate and track invoices and expenses related to office supplies, events, catering, and other administrative activities.
- Assist with the preparation and administration of contracts and subcontracts.
- Prepare start-up documentation for new projects, including insurance documentation, WSIB requirements, Form 1000, and other project-specific documentation.
- Assist with the preparation, editing, assembly, and distribution of operations manuals.
Business Development & Marketing Support
- Receive, organize, and manage web-based and direct business inquiries.
- Research potential business and job opportunities.
- Provide administrative support for business development initiatives.
- Assist with company presentations, promotional materials, and other communications as required.
Minimum Qualifications
- Associates Degree or College diploma or university degree in Business Administration, AR/AP or a related field.
- At least 3 years of relevant experience in office administration, office management, accounting administration, project administration, or a related role.
Technical Skills
- Advanced proficiency with Microsoft Office applications, particularly Microsoft Excel and Microsoft Project.
- Working knowledge of Microsoft Outlook, OneDrive, and network file management.
- Experience with CAD/USA courier shipments
- Ability to quickly learn and adapt to new software and technology.
- Experience with Paylocity, CMIC or ADP is an asset.
- Proficiency in French is an asset.
Knowledge, Skills & Abilities
- Excellent verbal and written communication skills.
- Ability to anticipate needs and take initiative without requiring constant direction.
- Strong interpersonal skills and the ability to work effectively with employees, clients, subcontractors, vendors, and other stakeholders.
- Ability to establish priorities and manage workflow effectively.
- Professional, welcoming, and service-oriented approach.
- Strong problem-solving and follow-through skills.
- Ability to maintain confidentiality and exercise sound judgment.
- Demonstrated initiative and the ability to identify and address administrative needs proactively.
- Ability to foster a professional, collaborative, and positive workplace environment.
Compensation & Benefits
Hodess offers a competitive compensation and benefits package, including:
- Benefits
- RRSP program
- Paid Time off
Hodess provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, handicap, disability, military or veteran status, genetics, or any other protected category in accordance with applicable federal, state, and local laws. In addition, Hodess complies with applicable federal, state, and local laws governing nondiscrimination in employment.
Pay: From $55,000.00 per year
Benefits:
- Extended health care
- On-site parking
- Paid time off
- RRSP match
Work Location: In person
