What an office administrator does
An office administrator handles the daily operations that hold a workplace together: answering and routing enquiries, ordering supplies, managing calendars, maintaining files, coordinating vendors and supporting staff with documents and data. In smaller organizations the role often stretches into basic bookkeeping, onboarding paperwork and facilities issues. It is usually the first support role a growing business adds once the owner can no longer handle every phone call and invoice personally.
A strong office administrator gives managers back their time and makes the business look professional to every client who calls or visits. A weak one creates missed appointments, lost paperwork and frustrated staff. Because the role touches nearly everyone in the office, Finch looks closely at organization, judgement and communication, not only software skills. We also learn how your office works so the person we recommend suits your pace and your people.
Typical responsibilities
- Manage incoming calls, email and visitors, and direct each to the right person
- Maintain digital and paper filing systems so documents can be found quickly
- Order office supplies, track inventory and coordinate with vendors and building management
- Schedule meetings, book rooms and keep shared calendars up to date
- Prepare letters, reports, spreadsheets and presentations for managers and staff
- Support light accounting tasks such as entering invoices or tracking expenses
Qualifications and credentials
- A college diploma or certificate in office administration is common, though solid workplace experience is often accepted instead
- Proficiency with Microsoft 365 (Outlook, Word, Excel) or Google Workspace
- Clear written and spoken English; additional languages can be an asset in client-facing offices
- Previous experience in a busy office, ideally in a similar industry
- Comfort with accounting or scheduling software such as QuickBooks or an industry-specific system, where the role calls for it
Who hires an office administrator
- Small and mid-sized businesses
- Professional services firms such as law, accounting and engineering offices
- Construction, property management and trades companies
- Non-profit organizations and associations
- Medical, dental and wellness clinics
Where we recruit office administrator candidates
We fill office administrator roles for employers across Toronto and the GTA, including North York, Scarborough, Etobicoke, Vaughan, Markham, Richmond Hill, Mississauga, Brampton, Oakville, Burlington, Oshawa and Pickering, and for employers across Canada. GTA employers can meet us at our North York office by appointment.
What Finch checks before you meet a candidate
- Practical software skills, checked against the tasks your office uses most
- How the candidate prioritizes when several people need something at once
- Accuracy in written communication and data entry
- References from previous office roles, with a focus on reliability and discretion
- Fit with your office culture, size and pace
Interview questions to ask
- Tell me about a day when several people needed something urgent from you at the same time. How did you decide what to do first?
- Walk me through how you set up or improved a filing system in a previous role.
- What would you do in your first few weeks to learn how our office runs?