Office Administrator

About Bullet Trade Services

Bullet Trade Services is a well-established industrial contractor with over 18 years of expertise across multiple trades. Renowned in Ontario as a prominent non-union contractor, it serves diverse sectors including manufacturing, automotive, food and beverage, and material handling, delivering outstanding service to clients.

Role Overview

We are seeking a detail-oriented, proactive Office Administrator to provide critical administrative support to our Leadership Team, facilitating efficient daily office operations. This opportunity is ideal for individuals who excel in dynamic environments and enjoy maintaining organized workflows while engaging collaboratively with various stakeholders.

Key Responsibilities

• Provide comprehensive administrative assistance to executives including CEO, General Manager, Director of Finance, and HR Manager by managing calendars, scheduling meetings, preparing agendas, presentations, and minutes, arranging travel, and prioritizing correspondence.
• Handle front-office duties such as answering calls, welcoming visitors, managing office supply inventory, coordinating courier services, and maintaining both electronic and physical filing systems.
• Develop and maintain documentation including letters, reports, formatted proposals, templates, and ensuring version control and document accuracy.
• Support Human Resources by preparing employment packages, organizing onboarding paperwork, scheduling interviews, maintaining employee records, tracking training, and assisting internal communications and events.
• Assist Finance by processing purchase orders, matching invoices, maintaining vendor files, supporting expense reporting, and month-end administrative processes.
• Support operations by preparing customer documents, coordinating work orders, maintaining project files, and managing certificates, licenses, and insurance documents.
• Maintain professional communication channels with customers, vendors, and employees; coordinate company-wide announcements, newsletters, and presentations.
• Organize and coordinate various company events including safety meetings, employee appreciation events, training sessions, customer visits, holiday celebrations, and community initiatives.

Qualifications and Experience

• Diploma or Certificate in Office Administration, Business Administration, or related fields preferred; equivalent experience considered.
• At least three years of office administration experience, particularly supporting senior leadership.
• Background in construction, industrial services, manufacturing, or skilled trades is advantageous.
• Proven ability to manage multiple tasks efficiently in a fast-moving environment.

Skills and Attributes

• Strong organizational and time management capability.
• Excellent communication skills, both written and verbal.
• Exceptional attention to detail and problem-solving skills.
• Commitment to confidentiality and professionalism.
• Customer service oriented with a collaborative and independent work approach.
• Positive attitude and professional demeanor.

Technical Proficiency

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Microsoft Teams
• Adobe Acrobat
• Document and electronic filing management systems
• Office machinery such as copiers and scanners
• Experience with payroll, ERP, CRM, or scheduling software considered a plus

Personal Characteristics

• Highly dependable and organized.
• Proactive in anticipating needs and supporting team success.
• Adaptable in dynamic settings while maintaining confidentiality.
• Clear and effective communicator with various stakeholders.
• Exhibits initiative, sound judgment, and professionalism.

Employee Benefits

• Competitive salary package
• Comprehensive benefits
• Paid vacation time
• Opportunities for career growth and professional development
• Collaborative and supportive workplace culture
• Full-time employment with organizational stability
• Employee recognition and appreciation initiatives