Office Administrator

About TGA Group

TGA Group is a family-operated, comprehensive provider offering development, construction, leasing, and property management services to its diverse clientele. Their commitment to integrity, passion, and careful leadership aims to generate lasting value, creating environments that mirror contemporary living and work styles while anticipating future needs.

Role Overview

We are expanding and invite an experienced, organized Office Administrator to join our team. This position supports the daily functions of our Real Estate and Development divisions. Collaborating closely with the General Manager - Real Estate and the Vice President of Development, this role manages office functions, project documentation, vendor compliance, scheduling, and operational tasks to enable smooth project progression and business processes.

Key Responsibilities

• Manage daily office operations, including supplies procurement, handling vendor contacts, and coordinating with office service providers.
• Facilitate office setups and onboarding for new employees.
• Draft correspondence, prepare reports, presentations, and various business documents.
• Organize meetings, calendars, and necessary arrangements.
• Maintain filing systems, records, and administrative files.
• Contribute to special projects and provide administrative assistance to senior management as needed.
• Support Real Estate operations by aiding the General Manager in document creation, report gathering, research, and tracking operational activities.
• Coordinate documents and reporting related to property assessments, capital projects, remediation efforts, and improvements.
• Ensure vendor compliance documentation is up-to-date, including insurance certificates, WSIB clearance, and tax registrations.
• Assist in generating reports, controlling documents, and keeping accurate operational records.
• Liaise with internal departments, tenants, contractors, and external providers to ensure effective communication and follow-ups.
• Assist Vice President of Development with project coordination tasks such as proposal circulation, purchase order handling, invoice approvals, meeting facilitation, and managing project documentation.
• Keep project schedules, contact lists, trackers, and development-related records updated, including expropriation tracking when applicable.
• Coordinate with consultants, contractors, and vendors to complete documentation and outstanding items promptly.
• Help with project reporting, correspondence, warranty administration, deficiency tracking, and project close-out procedures.
• Support the organization of development meetings, presentations, and reports.

Required Qualifications and Skills

• At least three years’ experience in office administration or as an administrative coordinator within a professional setting.
• Background in real estate, property management, construction, engineering, architecture, or development industries is highly valued.
• Diploma or certification in Business Administration, Office Administration, or related disciplines is a plus.
• Exceptional organizational ability with skill in multitasking and meeting deadlines.
• Strong attention to detail, including document creation, proofreading, and record keeping.
• Outstanding verbal and written communication, maintaining professionalism and customer orientation.
• Advanced skills using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience in report preparation, meeting coordination, document management, and tracking action items.
• Capable of working independently while effectively collaborating with diverse teams and stakeholders.
• Problem-solving aptitude with proactive initiative and follow-through capability.
• Maintains confidentiality and exercises sound judgment handling sensitive data.
• Experience managing vendors, consultants, and service providers is advantageous.
• Familiarity with purchase orders, invoice processing, and basic financial tasks considered beneficial.

Additional Information

TGA Group places importance on inclusivity and encourages applications from qualified individuals, including those requiring accommodations during recruitment.

Only candidates shortlisted for interviews will be contacted; we appreciate all applicants’ interest and effort.