Administrator

### **Location Manager / Office Administrator**

 

**LET’S TALK ABOUT YOU**

 

### **Your profile**

 

* 3–5 years of experience in office administration, office management, facilities coordination, project administration, or a similar role.

* Bachelor’s degree preferred.

* Strong organizational skills with the ability to independently manage multiple priorities, deadlines, and requests.

* Excellent communication and customer service skills, with experience supporting senior leaders and internal customers.

* Highly independent and comfortable taking ownership of tasks from start to finish.

* Strong attention to detail and a proactive approach to following up on outstanding items, approvals, invoices, and action items.

* Experience coordinating meetings, maintaining documentation, preparing reports, and supporting small projects.

* Proficiency with Microsoft Office, including **Excel, Word, Outlook, and PowerPoint**.

* Experience with **SharePoint and database management**.

* Basic knowledge of **SAP** is an asset.

* Experience working with facilities teams, office management, vendors, or workplace services is an asset.

* Comfortable coordinating occasional business travel within Canada.

* French/English bilingualism is an asset.

 

### **Your responsibilities**

 

Reporting to the Head of Real Estate, you will provide day-to-day administrative and operational support for the Canadian Real Estate team and assigned office locations.

 

Your responsibilities will include:

 

* Provide comprehensive administrative support to the Real Estate team and assigned locations.

* Coordinate and schedule meetings, prepare agendas and meeting materials, record minutes, and follow up on action items.

* Maintain and update real estate databases, portfolio management tools, SharePoint sites, document repositories, and other internal systems.

* Support the administration of **Share Energy**, the internal room and desk booking tool, including coordinating initial setup and providing ongoing support to individual sites.

* Act as a key point of contact for **internal customers**, responding to requests and directing questions to the appropriate teams when required.

* Coordinate with internal and external **Facilities Management teams** to resolve office-related issues and ensure requests are followed through.

* Support office improvement and workplace projects, including coordinating vendors, deliveries, furniture installations, and other small projects.

* Coordinate activities related to office moves, furniture deliveries, and other workplace initiatives.

* Assist with vendor management and onboarding.

* Support purchase order and vendor processes, including creating shopping carts and processing/following up on invoices.

* Follow up with vendors, internal stakeholders, and customers to ensure outstanding items are completed on time.

* Prepare reports, dashboards, presentations, and other materials for stakeholders and senior management.

* Prepare monthly and ad hoc reports, including key performance indicators.

* Create and distribute office communications, posters, and announcements using established templates.

* Coordinate business travel and provide quality control support for expense reports.

* Coordinate and facilitate status meetings, capacity reviews, and collaboration sessions.

* Maintain action logs and track risks, dependencies, approvals, outstanding items, and commitments.

* Escalate overdue actions, missing approvals, or incomplete information to the appropriate stakeholders.

* Travel periodically within Canada to support office and workplace initiatives.

 

### **What success looks like**

 

The successful candidate will be someone who can **operate independently, stay organized, and keep things moving without needing constant direction**. This is a highly visible administrative role that involves working with internal customers, Facilities teams, vendors, senior stakeholders, and colleagues across multiple locations.

 

You should be comfortable switching between priorities throughout the day, whether that means coordinating a meeting, following up on an invoice, helping an internal customer with a facilities issue, updating a database, or supporting a small office project.

 

A strong **customer-service mindset** is essential. While this is not a traditional reception role, you will be an important point of contact for employees and stakeholders and should be willing to jump in and help with whatever is needed to keep the office running smoothly.

 

### **Travel & Work Arrangement**

 

* **Hybrid:** 2 days onsite and 3 days remote per week.

* Occasional travel within Canada is required.

* Travel is generally **2–3 days at a time**, approximately once per quarter.

* Travel may include locations such as **Montreal, Oakville, Calgary, Edmonton, Hamilton, and Newfoundland**.

* The majority of travel is expected to be to Montreal or Oakville.

 

### **Contract Details**

 

* **1-year contract to start**

* Potential opportunity to transition to a permanent position, based on business needs and performance.

* **Target start date: ASAP**, ideally before **October 16**.

 

### **Your opportunities for personal growth**

 

* Build strong working relationships with senior management, internal customers, Facilities teams, and external vendors.

* Gain exposure to real estate, facilities, workplace operations, vendor management, and project coordination.

* Develop experience supporting a national portfolio and working across multiple Canadian locations.

* Career growth and development opportunities within a collaborative work environment.

We appreciate the time and effort all applicants invest in their submissions. Please note that only candidates shortlisted for this role will be contacted directly. However, your profile will remain under consideration for future opportunities that align with your experience and career goals.All qualified applicants will receive fair consideration for employment. We welcome individuals of all backgrounds, experiences, and identities including those who identify as women, members of racialized groups, Indigenous Peoples, persons with disabilities, and 2SLGBTQIA+ communities. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions. Our human recruiters review all applications and always make the final hiring decision. On occasion, we also use AI-assisted tools to help review applications.