9 Administration jobs in Oakville

Job Description

Canlan Sports is the largest private sector operator of recreational sports complexes in North America. The company's success in the recreation-entertainment & hospitality industry is attributed to a combination of innovative programming, service delivery leadership and world-class sports complexes. We understand our customers’ need for service excellence and are committed to it.

The Office Manager plays a vital role in maintaining efficient office operations by overseeing administrative processes and serving as the first point of contact for sports complex employees regarding onboarding, employment policies, and employee relations. They lead Joint Health & Safety Committees, ensuring compliance with legislative requirements and workplace safety standards.

Additionally, they manage daily financial transactions, including invoicing, receipts, adjustments, vending, banking, and manual cheque issuance. And ensure timely payroll submissions and the completion of month-end processes and financial reports (AR & AP)

Once a client accepts a quote from the Sales Manager, the Office Manager handles the creation of sales contracts, finalizes contracts with signatures and payments, and updates the booking system with confirmed client details.

This role is accountable for:

• Sports Complex Accounting and Reporting Support
• Sports Complex Employee Onboarding
• Sports Complex Health & Safety
• Sales Contracts
• Account receivables reporting and collection support
• Invoice submission and payment support
• Regular Manager-On-Duty shifts

• Diploma or Degree in Business, Recreation, Facility Management or a combination of experience and education an asset.
• Certification in Standard First Aid/AED an asset.
• Possess or willing to obtain and submit a satisfactory background check.

• At least 3 years successful office management experience in a sports related business
• Previous experience with accounting and payroll systems.
• Demonstrated strong Computer Skills (Microsoft Office).
• Proven ability to prioritize effectively & work well with customers, coworkers & management.
• Creativity and innovation combined with excellent organizational skills.

If you are interested in this role and becoming part of the Canlan team, please apply online.

NOTE: Only those applicants under consideration will be contacted. Please accept our utmost appreciation for your interest. We are an Equal Employment Opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, creed, age, sex, gender, sexual orientation, national origin, religion, marital status, medical condition, physical or mental disability, military service, pregnancy, childbirth and related medical conditions or any other classification protected by federal, provincial, and local laws and ordinances. Reasonable accommodation is available for qualified individuals with disabilities, upon request. This Equal Employment Opportunity policy applies to all practices

#LI-Onsite

Job Description

ABOUT THIS CAREER OPPORTUNITY

Canadian Base Operators' Southport team is growing! If you are committed and collaborative professional looking to contribute to a hard-working, innovative team, this opportunity is for you. As a proud partner with Kelowna Aerospace Defence Programs, we deliver numerous support services tailored to our client, the Royal Canadian Air Force (RCAF).

The Administrative Support position is a full-time, permanent position located in Southport, MB and reports directly to the Client Services Supervisor. Their primary focus is to provide administrative and office support to internal and external personnel. Duties and responsibilities include but are not limited to:

• Prepare routine reports and letters.
• Process reports and bookings in hotel software.
• Process claims, course reports and travel arrangements for staff and students.
• Transcribe and prepare meeting minutes.
• Prepare documents and welcome packages for new students.
• Conduct orientation briefings for new student courses.
• Assist with stocking supplies in other departments.
• Maintain reference library publications.
• Create building access cards and photo IDs for staff and students.
• Sort and distribute incoming regular and electronic mail. Coordinate the flow of information internally and with other departments.
• Provide back-up for the other Client Services personnel.
• Order and replenish office supplies.
• Maintain routine records, telephone lists and files.
• Answer enquiries, including telephone calls and emails by providing accurate information and relay any messages as necessary in a timely and polite manner; and
• Greet vendors, customers, and visitors in a courteous and professional manner.

COMPETENCY REQUIREMENTS

• Communicates Effectively
• Customer Focus
• Problem Solving and Innovation
• Teamwork and Collaboration
• Values and respects others

EDUCATION REQUIREMENTS

• High School Diploma or equivalent
• Certificate in the administrative field or related an asset

WORK EXPERIENCE REQUIREMENTS

• 1-3 years of administrative experience in an office environment
• Knowledgeable of RCAF administrative functions and processes an asset

SKILLS, ABILITIES, AND OTHER REQUIREMENTS

• High attention to detail and accuracy
• Intermediate use of MS Office (Word, Excel, Outlook, Teams)
• Organized and demonstrated time management
• Works effectively with shifting priorities
• Self-motivated, reliable and resourceful
• Exceptional verbal and written communication
• Eligible to obtain an Enhanced Reliability Clearance by the Canadian Industrial Security Directorate

Due to many mandatory vaccination requirements at client projects / facilities, in order to provide substantial employment by ensuring compliance with our clients' mandates, the successful candidate may be required to validate full vaccination prior to hire.

Canadian Base Operators welcomes and encourages applications from persons with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.

#LI-LM2

Job Description

Administrative & Gardening Support - Hybrid

About the Role:
Sakura Gardens is seeking a dynamic, hands-on team member to join us in a unique hybrid role that blends office administration with hands-in-the-soil gardening support. If you're someone who enjoys switching between the desk and the outdoors—and thrives in a well-organized environment—you might be the perfect fit.

This is a full-time position that will shift to part-time hours at the beginning of December with a break from approximately December 15 to January 7. During the winter months, all part-time work would be conducted in-office only.

Key Responsibilities:

Administrative Support

• Coordinate daily office operations to keep everything running smoothly.
• The admin role should also include helping with receipts and running reports in Quickbooks, so some basic bookkeeping experience

• Maintain organized filing systems and help optimize workflow efficiency.

• Act as the communication bridge between office staff and field teams.

• Take and distribute meeting notes to ensure everyone stays aligned.

• Keep accurate employee and project records.

• Support post-project documentation, material tracking, and inventory management.

• Assist with recruiting: post jobs, screen applications, and schedule interviews.

• Support onboarding of new team members, ensuring all paperwork and training steps are complete.

• Maintain HR records including certifications and performance evaluations.

Gardening & Field Support

• Assist with garden care: weeding, pruning, fertilizing, and perennial maintenance.

• Operate small landscaping tools like backpack blowers and hedge trimmers.

• Help plant and care for trees, shrubs, annuals, and perennials.

• Support garden installation: site prep, digging, planting, and mulching.

Qualifications:

Education

• High school diploma required.

• Associate’s or Bachelor’s degree in Business Administration or a related field is a plus.

Experience & Skills

• At least 2 years of administrative or office management experience, ideally in landscaping or a service-based industry.

• Proficient in Microsoft Office (Word, Excel, Outlook).

• Strong multitasking, organizational, and communication skills.

• Comfortable working both indoors and outdoors in varying weather conditions.

• A team player with a proactive, can-do attitude.

Why Join Us?
At Sakura Gardens, we’re a close-knit team that values versatility, attention to detail, and a shared love for beautiful outdoor spaces. This is a great opportunity to grow with a company that appreciates both administrative expertise and a hands-on approach to landscaping.

Job Description

Salary: $45000 to $50,000 (depdending upon experince)

Job Description for Junior Administration:

S&A Partners, Chartered Professional Accountants, is looking for a detail-oriented and organized individual to join our team in an administrative and client support role. Were a professional, down-to-earth firm that values people who bring a thoughtful, steady approach to their worksomeone whos friendly and personable, without being overly bubbly, and who takes pride in staying on top of tasks and helping things run smoothly.

This is a great fit for someone who enjoys supporting a team behind the scenes, is good at managing multiple priorities under pressure, and who can handle sensitive information with tact and discretion. Some accounting familiarity is helpfulbut not essential. Training will be provided, and a willingness to learn is more important than what you already know.

What You'll Be Doing:

• Greeting and coordinating client visits with professionalism and warmth
• Answering phones and emails while maintaining discretion and confidentiality
• Managing client paperwork: intake, scanning, processing payments, and sending returns
• Organizing and maintaining both electronic and physical filing systems
• Assembling year-end and tax return packages
• Following up with clients to ensure timely return of signed documents
• Handling incoming/outgoing mail and couriers (Canada Post, Purolator, etc.)
• Supporting staff and management with ad hoc requests
• Troubleshooting basic IT issues or helping escalate them appropriately
• Providing coverage for other admin team members as needed

We're Looking for Someone Who Is:

• Naturally organized and self-motivated
• Calm, focused, and reliable under pressure
• Personable and easy to work withprofessional, but not performative
• Patient and pragmatic, with a quiet confidence in managing tasks
• Tech-savvy (or eager to learn new software)
• Comfortable with discretion, confidentiality, and client-facing interactions
• Flexible with working hours, especially during personal tax season (MarchApril)

Qualifications & Skills:

• 25 years of experience in an administrative support role
• Strong written and verbal communication skills
• Competency in Microsoft Office is required
• Experience with CCH iFirm, Doc-it, Taxprep, or CaseWare is a bonus
• Experience in an accounting office is an asset, but not required
• Able to follow procedures closely and ask questions when needed
• Comfortable juggling multiple tasks and adapting to shifting priorities

Bonus Points If You:

• Have worked in a small business or professional services environment
• Own a vehicle and are comfortable occasionally running errands, if needed
• Enjoy creating systems that make daily operations more efficient
• Can confidently navigate new tech platforms or software
• Are looking for a long-term, stable role in a respectful and professional team environment

Employment Equity

The employer strives to be an equal opportunity employer and encourages candidates from all backgrounds to apply. We thank all candidates for their applications, however, only those selected for interviews will be contacted.

Benefits

The employer offers a competitive benefits package that includes life insurance, full coverage for out-of-country care and vision care, and majority coverage for prescription drugs, dental, and specialists.

Accessibility Accommodations:
WCO Chartered Professional Accountants provides accessibility accommodations during the recruitment process. Should you require any accommodations, we will work with you to meet your needs.

Benefits:

• Dental care
  

• Extended health care
  

• Life insurance
  

• On-site parking
  

• Paid time off
  

• RRSP match
  

• Vision care
  

Supplemental pay types:

• Performance based bonus

Job Description

Benefits:

• Competitive salary
• Dental insurance
• Paid time off

• Enter and maintain complete job file information and date milestones in our project management software and online communication platforms
• Set up and keep organized paper job files
• Manage incoming calls to facility, answering questions and or directing them to the appropriate team member.
• Monitor incoming centralized email queue (client portal) including providing a response and distribution to appropriate team members.
• Schedule internal staff and subtrades to complete reconstruction of insureds home.
• Type/transcribe and upload/send required job file documents
• Maintain communication and liaise with various stakeholders
• Assist with regular reporting requirements
• Perform all tasks in a timely manner with the aim to meet or exceed client needs (KPIs)

• 1+ years of experience working in an administrative position
• Experience in construction, restoration, or insurance industry an asset but not essential
• Strong computer skills, able to learn new programs with ease
• Typing speed of 40+ wpm accurately
• Strong administrative and clerical skills
• Strong customer service skills
• Ability to adapt in a changing environment
• Able to empathize with clients/customers who have experienced loss of personal property
• Able to work in constantly changing environment and prioritize ta

• Ability to communicate expectations and requirements to crew/staff
• Effective communication skills both written and verbal
• Ability to engage clients in conversations to service their needs and meet expectations
• Pride taken in providing clean residential and commercial environments to clients
• Strong attention to detail and ability to multi-task
• Demonstrated sound work ethics
• Proven ability to build and maintain strong working relationships
• Flexible, adaptable and able to work effectively in a variety of settings
• Works well independently and in a team environment