About Lighthouse UAT

Lighthouse UAT is a Toronto-based organization dedicated to supporting structured hiring, team growth, and operational readiness. As our operations continue to scale, maintaining an organized, productive, and welcoming work environment is vital to our daily success. We value pragmatic problem-solving, reliable execution, and a supportive workplace culture where every team member has the resources they need to do their best work.

About the Role

We are seeking a dependable, organized, and proactive Office Administrator to manage day-to-day operations for our 20-person office in Toronto. In this role, you will serve as the central point of contact for office logistics, internal scheduling, and external vendor relationships.

This position requires someone who takes genuine pride in creating an orderly, well-run workplace. Whether you are building functional tracking sheets in Excel, coordinating calendars across busy team members, or ensuring office inventory and facilities are in top order, your work will directly impact the daily workflow and morale of the entire team.

What You'll Do

As our Office Administrator, your responsibilities will span core administrative support, facilities management, and operational logistics:

Daily Office Management: Maintain an organized, clean, and fully operational office environment for our 20-person team, including managing office supplies, mail distribution, and communal spaces.
Calendar & Scheduling Coordination: Coordinate internal and external meetings, manage shared calendar resources, resolve scheduling conflicts, and assist with meeting preparation and logistics.
Spreadsheet & Record Management: Build, update, and maintain organized operational records and logs using Microsoft Excel, tracking administrative expenses, asset inventories, and vendor rosters.
Vendor & Supplier Coordination: Act as the primary liaison for property management, cleaning services, office supply vendors, catering, and equipment maintenance technicians.
Onboarding & Workplace Support: Assist with administrative preparations for new team members, including workstation setup, access badge coordination, and welcome materials.
Expense & Invoice Processing: Collate administrative receipts, cross-reference vendor invoices against purchase orders, and submit accurate expense documentation to accounting on schedule.
Meeting & Event Support: Coordinate logistics for internal team events, quarterly planning sessions, lunch-and-learns, and client visits, including space bookings and catering arrangements.
Ad-Hoc Administrative Projects: Provide flexible operational support to leadership and department heads on special projects as operational priorities shift.

What You'll Bring

To be successful in this role, you should have the following foundational experience and skills:

Experience: At least 2+ years of dedicated experience in an office administrator, administrative assistant, or office coordinator role, ideally within a team of 15 to 50 people.
Technical Literacy (Excel): Demonstrated proficiency with Microsoft Excel, including comfortable use of formatting, standard formulas (e.g., SUM, AVERAGE, IF), sorting/filtering datasets, and maintaining clean tracking documents.
Calendar Management: Strong hands-on experience managing multi-participant meeting schedules, video conference links, and shared calendars (Outlook or Google Workspace).
Vendor Management Skills: Practical experience communicating with building management, external service providers, and office vendors to negotiate service visits and resolve issues.
Organization & Prioritization: Exceptional attention to detail with the ability to manage multiple competing tasks without losing track of deadlines or follow-ups.
Communication: Professional verbal and written communication skills suitable for drafting team-wide announcements and communicating with external partners.
Presence: Reliable, punctual, and comfortable working on-site to maintain physical office operations in Toronto.

Nice to Have

Experience using team collaboration and communication tools such as Slack, Microsoft Teams, or Notion.
Basic familiarity with office budget tracking or corporate credit card reconciliation processes.
Prior experience supporting office transitions, workplace reconfigurations, or team onboarding workflows.

Working With Us

At Lighthouse UAT, you will be part of a collaborative, close-knit team where your contributions are immediately visible and directly appreciated. We offer standard full-time employment terms, consistent daytime working hours, and an environment that respects your time and contributions.

Lighthouse UAT is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you require accommodation during the recruitment process, please notify us and we will work with you to meet your needs.