Job Description

Job Overview

We are seeking a professional and detail-oriented

Office Administrator

to support the daily operations of our financial services and capital investment firm. This role requires excellent communication skills, organizational ability, and a high level of discretion when handling sensitive client and financial information.

Key Responsibilities

Serve as the first point of contact for clients, investors, and business partners (phone, email, in-person) Prepare, review, and organize financial documents, agreements, and client files Schedule meetings, maintain calendars, and coordinate internal and external communications Assist with KYC/AML documentation and onboarding processes Manage office supplies, administrative records, and vendor communications Support internal reporting and database entry (CRM, Excel sheets, investor logs) Handle light bookkeeping, invoice tracking, and coordination with accounting team Ensure compliance with document retention policies and regulatory standards

Required Skills & Qualifications

Strong verbal and written communication (clear, professional, client-focused) High proficiency in Microsoft Office (Word, Excel, Outlook), PDF editing tools, and cloud storage platforms Comfortable working with numbers, reports, and sensitive/confidential client information Highly organized with excellent time management and problem-solving skills Ability to prioritize tasks and work independently in a fast-paced environment Experience handling confidential documents and following compliance protocols Proficient in filing systems to ensure easy access to documents. Familiarity with multi-line phone systems for efficient communication

Experience & Education

2+ years in office administration (financial services, real estate, legal, or investment firms preferred) Experience with CRM platforms, bookkeeping tools (e.g., QuickBooks or Wave), or compliance software is an asset Post-secondary education in business administration, finance, or a related field preferred

Compensation & Benefits

Competitive salary based on experience Paid vacation and statutory holidays Opportunities for professional growth Collaborative and professional office environment
Job Type: Full-time

Pay: $20.00-$29.00 per hour

Expected hours: 44 per week

Benefits:

On-site parking
Ability to commute/relocate:

Oakville, ON: reliably commute or plan to relocate before starting work (required)
Application question(s):

Do you have at least 2 years of experience as an real estate/office admin?
Education:

DCS / DEC (preferred)
Language:

English (required)
Work Location: In person