Office Administrator

Position Title

Office Administrator

Reports to

Director of Administration & Finance

General Purpose

The purpose of this job description is to define the role, responsibilities, education, experience, and competencies of the person fulfilling the role of office administrator within TLA Group of Holding Companies Inc. This job description will also describe the positions reporting structure and the structure of the organization.

About TLA Group of Holding Companies Inc.

TLA Group of Holding Companies Inc. is a veteran-owned-and-operated property development company that specializes in building new, multi-family, and single-family homes across Canada. Leveraging our military experience, we bring precision and teamwork to our projects. TLA is built on effective leadership, clear communication, and efficient project execution. The TLA culture can be summarized by our motto of No Bullshit, which means we are honest and forthright in our dealings with everyone: customers, clients, employees, investors, and other stakeholders.

Our divisions

TLA Group of Holding Companies

We focus on collaborating with communities to customize developments that meet the neighborhood’s unique needs and strive to provide attainable housing for Canadians. We want all our new developments to have a lasting, positive impact on the communities in which they are built and provide owners with an exceptional home. Our expert team analyzes markets, determines the logical build, raises capital, and creates profitable investment opportunities for our stakeholders.

We pride ourselves on building strong working relationships with our suppliers, contractors, builders, investors, stakeholders, and government officials alike, allowing us to deliver quality builds on time, and on budget.

Gray Crown Development Services

We leverage our expertise in property development to manage a project on behalf of a third party who wants to invest in real estate development. On behalf of our clients, Gray Crown guides a development project through all stages, from conception, due diligence, and the regulatory phase through to marketing and sales.

Position Purpose

This position is the first point of contact for TLA Group of Holding Companies Inc. It is critical that they provide a positive first impression to all our guests and fellow associates. To do this, organization is a key element to fulfilling all administrative tasks and duties.

Position Tasks and Responsibilities

o Visitor management

o Greet and welcome guests as they enter the office

o Direct guests to the appropriate person and/or office

o Ensure all resources and supplies required for visit are provided

o Maintain visitor log

o Coordinate and schedule travel arrangements when required

o Provide accounting support

o Management of employee expense form

o Coordinate daily with Bookkeeper

o Invoice approval process

o Coordinate with appropriate project managers to ensure all invoices are approved before payment

o Email management of accounting account

o Invoice source document control

o Invoice tracker maintenance

o Management of the corporate calendar

o Schedule meetings

o Vacation and sick day monitoring

o Ensure ownership schedules are reflected

o Take meeting minutes when required

o Provide agendas for all meetings

o Ensure electronic connection for meetings is secure

o Corporate email management and forwarding information to the appropriate personnel

o Corporate meetings – Internal and external management

o Spear head weekly morning meetings

o Create weekly ops power point

o Coordinate with all directors and project managers

o Coordinate and prepare meeting rooms

o Management of Human resources

o Onboarding support

o Support with coaching and annual assessments

o Support in the event of termination

o Digital filing - Dropbox

o Maintaining naming convention

o Maintain and create organizational best practices

o Create and manage hard copy filing systems

o Licenses and certificate management

o Health and Safety coordinator

o Manage and maintain health regulations

o Answer phone calls through the Business Line Connect and forward to appropriate personnel

o Ensure the office space is kept tidy and well organized

o Receive all parcels and mail. Sort and distribute accordingly

o Central registry maintained

o Maintain office supplies

o Stationary & rations

o Complete supply runs or order supplies in a timely manner

o Coordination of internal special events such as birthdays, anniversaries, etc.

o Management of TLA subscriptions

o Support marketing with weekly social media posts

o Assist in basic IT related issues

Qualifications, Experience, and Skills

o Experience or education in office administration is an asset

o Customer service-based attitude

o Proficiency in Microsoft Office

o Excellent time management skills

o Attention to detail and problem-solving skills

o Excellent written and verbal communication skills

o Strong organizational and planning skills

o Willingness to travel out of the region from time to time

Key Competencies

o Self-Starter

o Attention to detail and accuracy

o Adaptability

o Ethical decision making

o Ability to earn trust and build solid relationships at all levels and within TLA team

o Understanding of TLA products and our competitive environment

Personal Traits

o Demonstrate a willingness to seek and accept responsibility

o Trustworthiness

o Timeliness

o Accuracy

o Honesty

o Loyalty

o Team player

o Client focused

o Problem solver

o Demonstrate a commitment to the TLA corporate culture

Pay and Compensation

o $17-25/hour

o Wages are paid bimonthly on the 15th and at the end of each month

o Annual Bonus will be issued dependent upon the corporation’s annual net revenue

o Annual Bonus will be a maximum of 25% of the employee’s annual gross income

o A general benefits package including Health, Dental, Glasses, and Insurance upon completion of probationary period

o Integration to company phone plan, upon completion of probationary period

o Paid vacation

Job Types: Full-time, Permanent

Pay: $16.03-$27.+1 per hour

Benefits:

Dental care
Extended health care
On-site parking
Paid time off
Vision care
Schedule:

Monday to Friday
Language:

English (preferred)
Work Location: In person

Application deadline: 2025-05-0+
Expected start date: 2025-05-12