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Office Administrator
Description
Blue-Mark Management Consultants is hiring an Office Administrator to help our Managing Partners and internal teams run effectively. The Office Administrator will handle administrative functions in payroll, benefits, scheduling, expenses, and office management. If you believe you have the organizational skills, attention to detail, and collaborative spirit needed to keep our firm operating smoothly, we encourage you to apply!
Who We Are
Founded in 2008, Blue-Mark is a Toronto-based organizational effectiveness consultancy that works with leaders and teams to significantly improve their ability to FOCUS on what really matters; ALIGN people, processes, and expectations; and IMPLEMENT meaningful and sustainable change. Our firm has established long-term relationships with North America’s top organizations, guiding them through large-scale business transformations. Now, we want to ensure our own internal operations are just as efficient and supportive as the transformations we deliver to our clients.
What You’ll Be Doing
As a Blue-Mark Office Administrator, you will play a pivotal role in supporting the administrative functions of our firm. You will work closely with our two Managing Partners, as well as external vendors, to ensure that day-to-day operations run smoothly. Key responsibilities include:
- Payroll & Benefits Administration
- Process employee payroll in coordination with external vendors, ensuring accuracy and timeliness.
- Manage benefits enrollment, track changes, and serve as the point of contact for employee inquiries.
- Liaise with benefits providers to resolve issues and oversee necessary documentation.
- Scheduling & Meeting Coordination
- Manage complex calendars for two Managing Partners; schedule internal and external meetings.
- Organize meeting logistics, including room bookings, basic setup (flip charts, markers, etc.), and technology needs.
- Take minutes for internal leadership and team meetings, and follow up on assigned action items.
- Expenses & Financial Administration
- Oversee expense reports using Excel-based templates; reconcile credit card statements.
- Process invoices and coordinate vendor payments.
- Ensure timely and accurate documentation of expenses for financial tracking.
- Office Supplies & Equipment Management
- Monitor and maintain inventory of office supplies; reorder stock as needed.
- Track and coordinate laptop distribution, serial numbers, and handle basic IT support coordination.
- Coordinate with external partner for laptop and e-waste disposal.
- Personnel Administration
- Manage and execute on onboarding and offboarding activities.
- Support new hires in acclimating with the firm.
- Support current and former colleagues with administrative requests such as documentation, tax forms, and other information.
- General Administrative Support
- Provide project management support for internal initiatives by developing and tracking tasks, timelines and ownership, and contributing directly where needed
- Handle a variety of administrative tasks, including document filing, internal correspondence, and ad hoc requests.
- Maintain a neat and organized workspace to foster productivity and a welcoming environment for employees and visitors.
What You Need to Succeed
Personal Characteristics
- Passion for organization, efficiency, and delivering high-quality administrative support.
- Open and transparent communication style; comfortable engaging with all levels of the organization.
- Self-starter mentality, balanced by a willingness to collaborate and seek guidance.
- Strong attention to detail; a natural problem solver who can adapt in a changing environment.
- Eagerness to learn and grow in a professional setting.
Core Qualifications
- Bachelor’s degree; we are open to recent graduates with strong organizational skills.
- Basic proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
- Proven organizational and time-management skills to handle scheduling and multitasking effectively.
- Comfortable with numbers, record-keeping, and basic financial processes (e.g., expense tracking, invoice processing).
- Ability to manage sensitive information discreetly, maintaining strict confidentiality.
Preferred Experience (Not Required)
- Previous experience in office administration, payroll, or benefits administration.
- Exposure to HRIS or accounting software considered an asset.
Location
We employ a hybrid work model. You will split your time working from Blue-Mark’s downtown office and remotely, with on-site requirements to support in-person meetings and manage office supplies. You should expect to spend close to 100% of your first month on the job in the office, and between 40-80% of your time in the office after the first month.
Compensation and Benefits
- Salary Range: $45,000 - $55,000 per year plus a discretionary annual bonus.
- Access to Blue-Mark’s comprehensive benefits package, which includes health, dental, and vision coverage, along with RRSP matching.
- Opportunities for professional growth and skill development.
- A supportive and collaborative team culture that values openness and continuous learning.
How to Apply
If you believe you are the right fit for our Office Administrator role, please submit your resume and a cover letter detailing your relevant skills, experiences, and career aspirations. We look forward to learning more about how you can support our mission to help our clients Focus, Align, and Implement!
Compensation
$45,000.00 - $55,000.00 per year