Overview
The Office Administrator helps create a well-organized, professional, and supportive workplace by ensuring that day-to-day administrative needs are identified and addressed.
This role serves as a central point of support for employees and management and is expected to be someone who notices what needs to be done, takes initiative, follows through, and helps keep the office running smoothly.
The successful candidate will be dependable, approachable, organized, and caring, with strong interpersonal skills and good judgment. As a highly visible and trusted member of the team, they are expected to maintain confidentiality, remain professional and neutral in workplace matters, and contribute positively to the Company’s culture.
1. Office Administration and Organization
- Help create and maintain an organized, professional, and welcoming office environment at 251 and 261 David Brown Way offices. Includes identifying clutter or disorganized employee work environments and developing cost effective solutions.
- Greet visitors and contractors, (ensuring sign-ins per site security procedures), answer/redirect general inquiries, and communicate management and HR availability.
- Respond to routine employee, visitor, contractor, and management requests, directing questions appropriately.
- Monitor office supplies at both locations (251/261), track employee merchandise and resources, develop administrative budgets based on employee needs, and place orders prior to stock-outs.
- Support corporate branding and facility appearance initiatives to improve overall site aesthetics and professionalism.
- Provide flexible support for moving supplies or furniture, filing shipping documentation, and assisting with ad hoc organizational initiatives across the facility.
- Assist with routine filing, copying, labelling, and administrative tasks as requested.
- Complete town pickups including, collecting and pickup/distribute company mail (at least once per week).
2. HR, Onboarding & Staff Support
- Serve as an approachable and helpful point of contact for employees requiring routine workplace assistance and direct employees to appropriate staff or departments (HR, Security, IT, Facilities, Management)
- Welcome new employees and support their onboarding, offboarding, and workplace orientation.
- Assign, track, and label employee lockers.
- Prepare name labels for employee water bottles and access cards, providing security card numbers to Security for activation.
- Monitor inventory for company water bottles, merchandise, and employee SWAG, advising procurement when reorders are needed.
- Create, print, and laminate operational and instructional signs for Housekeeping, Operations, Quality Assurance, and other departments.
- Coordinate routine employee and workplace requests with Human Resources, Security, IT, Procurement, or management as appropriate.
- Support and help coordinate company meetings, employee events, and other workplace activities, including gathering refreshments and food from town.my boss
- Handle employee, HR, and business information with discretion and confidentiality.
3. Subscription, Contract, & Asset Tracking
- Maintain complete and accurate records for company software licenses, subscriptions, service contracts, and technology assets, including laptops, monitors, and keyboards.
- Coordinate the assignment and return of IT equipment during onboarding and offboarding, and escalate missing, unreturned, or damaged assets to management.
- Coordinate third-party IT support to ensure timely request resolution, including developing an organized system for receiving and responding to employee IT requests.
- Identify opportunities to improve office organization, administrative practices, and day-to-day workflows.
4. Employee Housing and Accommodations
- Maintain a master record of company-rented houses, apartments, and accommodations, tracking employee assignments, occupancy dates, and upcoming vacancies.
- Support employee move-ins and move-outs by coordinating keys, unit information, and administrative records while responding to routine housing questions.
- Escalate maintenance, tenancy, or conduct concerns to management, while maintaining appropriate confidentiality regarding employee housing arrangements.
5. Executive and Operational Support
- The Office Administrator will provide flexible support for practical day-to-day needs that arise across the business. Some of these items have been listed above and would include, for example, assisting with filing documentation for shipments/orders/supplies received onsite in absence of Supply Chain Manager, supporting executive team with organizing retreats and other ad hoc offsite or onsite meetings with various stakeholders of the business, driving new expense reporting initiatives and assisting executive team with expense reports.
Performance Expectations
Success in this role will be demonstrated through:
- Organized Facilities: Maintain a professional, welcoming office across site locations and ensure administrative supplies and workplace resources are stocked prior to stockouts.
- Accurate Record Keeping: Keep all administrative, housing, asset, and subscription trackers accurate and current
- Timely Operational Support: Process packing slips, shipping documentation, and onboarding logistics (lockers, access cards, IT set up), accurately and on schedule.
- Service Delivery: Respond promptly and courteously to employee, visitor, contractor, and management inquiries.
Skills and Competencies
The successful candidate will demonstrate:
- Proactive and Resourceful: Identifies operational needs independently, figures out solutions, and handles routine tasks without requiring constant direction.
- Organizational & Detail Oriented: Maintains accurate records, tracks commitments, and follows up on outstanding items until fully resolved.
- Reliable & Consistent: Demonstrates steady attendance during established working hours and consistently delivers on commitments.
- Professional & Discreet: Protects sensitive information, maintains healthy workplace boundaries, and avoids participation in gossip or unnecessary conflict.
- Approachability & Collaboration: Treats all employees with kindness, consistency, and respect while working effectively across departments.
Key Qualities
- Organized – keeps track of details, commitments, and outstanding items.
- Reliable – consistently shows up, follows through, and can be depended upon.
- Proactive – notices needs and takes reasonable initiative without always waiting for direction.
- Caring and approachable – genuinely wants to help employees and contribute to a positive workplace.
- Professional and discreet – handles sensitive information appropriately and stays out of workplace gossip and politics.
- Consistent – brings a steady, dependable approach to the role and maintains regular working hours.
- Resourceful – comfortable figuring out who to contact or what needs to happen to resolve everyday issues.
- Collaborative – works effectively with employees and leaders across different departments.
Experience
- Recent experience in an office administration, reception, or administrative-support role.
- Experience maintaining trackers, records, filing systems, or administrative documentation.
- Comfort using email, spreadsheets, scanners, photocopiers, and other office technology.
- Willingness to sign and comply with a confidentiality agreement.
Preferred
- Office Administration Certificate or related post-secondary education.
- Experience working in a regulated environment, such as cannabis, food production, manufacturing, agriculture, pharmaceuticals, or GMP-regulated operations.
- Experience supporting employee onboarding, company housing, procurement, shipping, or IT asset tracking.
- Valid driver’s licence and ability to complete local company errands, where required.
Working Conditions
- This is an on-site position within a licensed cannabis production facility.
- Regular working hours are Monday to Friday, from 7:30 a.m. to 4:00 p.m.
- The position involves regular interaction with employees, visitors, contractors, service providers, and external partners.
- The role requires frequent computer and administrative work.
- Some walking, standing, bending, and light lifting may be required.
- The employee must comply with all applicable site-security, health and safety, confidentiality, sanitation, and regulatory procedures.
Compensation
- Hourly Wage: $24.00 - $26.00 per hour, with the potential for higher compensation based on relevant experience, education, and demonstrated capabilities.
- Extended health benefits after 6 months of service
- Company matching RRSP program
- Reimbursement on purchase of company products.
- Collaborative and supportive work environment.
Additional Information
This job description describes the general nature and level of work expected of the position. Responsibilities, reporting relationships, and performance expectations may be modified as the Company’s operational and business needs evolve.
While we appreciate all those who apply, only those candidates selected for interview will be contacted.
Pay: $24.00-$26.00 per hour
Benefits:
- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
