Office Administrator

Full job description
We are looking for an experienced and highly organized administrator to help us manage our office to maintain a smooth and efficient business environment. As an integral member of our small staff of 5-6 people, you will support our research, strategy, and design studio as well as our clients by providing reception, office organization, systems management and administration functions, as well as specific business support assistance to the 2 partners.

KerrSmith Design is a small multidisciplinary creative office with prestigious clients and projects across North America and the world. Learn more about us at kerrsmithdesign.com

The KerrSmith studio is an innovative, collaborative and very positive environment with a professional and consistent work culture.

To provide general administrative and office support, reception and assistance to partners
In person, (downtown Toronto) • Full-time position
+-5, M-F, very rarely overtime
Position reports to 2 partners
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AREAS OF RESPONSIBILITY Scheduling

Schedule all meetings, interviews and student appointments etc.
Maintain a vacation calendar for all staff
Travel Planning

Arrange business travel and itineraries for 2 partners as required
Administrative

Preparation of some minutes of meetings
General filing/ Maintain file storage system (digital and paper)
Open new dockets and job numbers as required
Order and maintain inventory of office supplies
Some business correspondence
Keep insurance, and health policies updated
Maintain database of company clients and vendors
Liaise with suppliers and contractors to ensure smooth operation of all equipment
Maintain and archive warranties, contracts, etc.
Archive documents/samples
Maintain and update office procedure manual
Reception

Maintain a presence at the front desk
Take calls, forward messages, respond to inquiries
Greet clients for meetings, prepare coffee etc.
Maintain a clean kitchen and dishes etc.
Run occasional errands as required
Arrange for couriers
IT

Very basic IT help only, but call IT maintenance when required
Maintain software and hardware inventories
• Keep Server organized

Use and maintain proper file naming, file locations and dates, etc.
Maintain and update office IT manual
Sales

Summarize possible RFPs
Proposal preparation support and sales process administration as needed
Promotional Book-Tour Planning

Help to plan and administer upcoming book tour
Research possible locations and dates
Create overall schedule
Coordinate tour contact info, locations, logistics, etc.
Arrange travel
Coordinate shipping of books with publisher etc.
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SECONDARY RESPONSIBILITIES

Financial Management Support

Administrative support as needed
Ongoing liaison with off-site bookkeeper as required, forward correspondence, bills etc
Conduct some banking
Organize and submit out-of-pocket expenses for travel billings
Maintain petty cash
Follow up Accounts Receivable
Prepare Purchase Orders
Marketing

Maintain marketing agendas and schedule marketing meetings
Research marketing initiatives
Occasional company mailings
Schedule design competition entries and ensure that submissions meet deadlines
Some Social Media assistance
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QUALIFICATIONS:

Minimum 3 to 5 year’s relevant office administration experience
Thorough knowledge of good office management and administrative practices
Strong sense of customer service and general people skills
Fluent spoken and written English
Excellent written and oral communications skills
Excellent organizational skills
Advanced skills in MS 365, Zoom, Miro and Teams
Ability to multi-task multiple projects and assignments
Experience anticipating and mitigating office challenges
Ability to take direction and relay information accurately
Confidence to make decisions but know when to ask for help
Ability to contribute to a positive team environment
Be motivated
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Please send cover letter and CV to info@kerrsmithdesign.com

No calls please

Job Type: Full-time

Pay: $23.55-$28.12 per hour

Expected hours: 40 per week

Flexible language requirement:

French not required
Schedule:

Monday to Friday
Application question(s):

Are you willing to work on-location?

Experience:

Administrative: 2 years (required)
Language:

English (required)
Location:

Toronto, ON M5A 1V2 (preferred)
Work Location: In person