Job description

SmartLayer Business Solutions (www.smartlayer.ca) is a computing and technology consulting company, which provides customized and high-quality services. We bring advanced technology solutions to small-to-medium sized enterprises. We offer IT consulting, managed services, asset management, system design and installation, custom software and web development services, and training and user support services.

Job Description

We’re hiring an Office Administrator / Administrative Assistant who can provide strong day-to-day support across office operations, administrative coordination, vendor management, procurement assistance, and general business administration. This role is suited for someone who is organized, dependable, detail-oriented, and capable of helping keep both the office and administrative side of the business running smoothly.

Primary Duties

• Provide day-to-day administrative support to leadership and internal teams as needed.
• Assist with scheduling, meeting coordination, calendar invites, and follow-up items.
• Prepare, format, and organize documents, correspondence, spreadsheets, and internal records.
• Support office administration including filing, organization, supplies, and general office coordination.
• Manage office supply purchasing and assist with general procurement of routine business items.
• Coordinate with vendors, distributors, service providers, and external contacts for quotes, orders, renewals, service requests, and follow-up items.
• Help maintain administrative records related to office operations, vendors, insurance, vehicles, and other business matters.
• Assist with banking-related follow-up, paperwork, and general coordination as required.
• Support insurance-related administration, renewals, documentation, and coordination with brokers or providers.
• Support vehicle-related administration such as registrations, service coordination, insurance follow-up, and record keeping.
• Assist with employee onboarding, offboarding, and general HR-related administration.
• Help track operational and administrative tasks to ensure items are followed through properly.
• Support office activities, team events, and workplace organization.
• Assist with travel coordination, appointments, and meeting logistics where required.
• Help with basic finance administration such as organizing receipts, invoices, and supporting internal accounting processes.
• Provide professional communication by phone, email, and in person as needed.
• Support ad hoc administrative and operational tasks as assigned.

Primary Qualifications

• Post-secondary education in business administration, office administration, or equivalent experience.
• 2-5 years of experience in an administrative, office support, office coordination, or similar role.
• Strong organizational skills and ability to manage multiple tasks with good attention to detail.
• Strong professionalism and ability to communicate clearly with internal staff and external contacts.
• Proven ability to stay organized and keep administrative matters moving without constant follow-up.
• Valid Class 5 driver’s license

Strong knowledge of:

• Microsoft Office 365 including Outlook, Word, Excel, Teams, and PowerPoint
• General office administration and document organization
• Scheduling, coordination, and administrative follow-up
• Vendor communication, procurement assistance, and office purchasing support
• Professional written and verbal communication
• Basic office finance and administrative record keeping
• Insurance, banking, and vehicle-related administrative coordination
• General office operations and workplace coordination
• Strong follow-through, time management, and attention to detail

What we value:

Reliability, professionalism, organization, attention to detail, strong follow-through, and a consistent focus on doing things properly.

Additional pay:

• Bonus pay

Benefits

• Dental care
• Life insurance
• On-site parking
• Paid time off
• Vision care