52 Administrative Staff jobs in Ontario

Are you an organized, detail-oriented professional who thrives in a fast-paced, supportive environment? We're looking for a dependable Office Administrator to join our highly efficient, well-established dealership team , where morale is strong, leadership is stable, and teamwork is at the heart of everything we do.

This isn't just another admin job-it's a chance to be part of a dealership where people stay for the long haul, processes run smoothly, and your contributions truly matter.

What You'll Do:

• Handle daily administrative tasks, including document processing, filing, and internal communications
• Manage accounts payable and receivable , ensuring timely, accurate transactions
• Conduct bank reconciliations and assist with general ledger entries and financial reporting
• Process payroll and support human resources functions , including onboarding and employee file maintenance
• Assist with deal posting, title work , and maintaining clean, organized financial records
• Act as a reliable liaison between departments, supporting dealership operations with professionalism and discretion

• A long-tenured team with strong morale and mutual respect
• Well-defined systems that promote efficiency and reduce chaos
• A culture rooted in collaboration, trust, and high standards
• Strong leadership that values your role and contributions
• Competitive pay, benefits, and opportunities for long-term growth

• Prior experience in dealership administration, payroll, or accounting preferred
• Familiarity with accounts payable/receivable, bank reconciliations , and payroll systems
• HR knowledge including onboarding , employee files, and basic compliance
• Experience with dealership management systems (CDK) is a plus
• Strong organizational skills, attention to detail, and a can-do attitude

Focused on employment and labor law since 1958, Jackson Lewis P.C.'s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged and stable, and share our clients' goals to emphasize belonging and respect for the contributions of every employee.

The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® "Best Law Firms".

Office Administrator (OA) Job Summary

Work directly with the Office Managing Principal (OMP) to provide oversight of daily operations and administration within the office(s). Additionally, work with the Senior Managers of Office Administration, Director of Office Administration, Senior Director of Operations, and various department leaders as needed to drive firm initiatives.

This role will support the following offices: Orange County and Riverside and will be primarily based out of the Orange County office.

Reports to:

Director of Office Administration

Essential Functions

• Office Operations and Management

• Manage day-to-day office operations enabling Office Managing Principal (OMP) to focus on practice and business development. Assist with strategic and tactical initiatives.

• Work collaboratively with Office Managing Principal (OMP) oversee day to day office management

• Support and adhere to all firm policies and procedures

• Review office expense reports and office general ledgers on a monthly basis to monitor expenses and track adherence to approved budget

• Directly manage legal secretaries, paralegals, office services and other support staff. Mentor and help develop skills required of these roles.

• Closely monitor paralegal billables hours and partner with Senior Manager of Legal Operations as needed

• Coordinate the annual evaluation and compensation process for staff. Conduct midyear evaluations and interim evaluations for new support staff. Assist as needed with the attorney evaluation process.

• Administration responsibilities including:

• Recruitment of all staff positions.

• Onboarding, orientation and training of staff as well as assisting with onboarding of attorneys.

• Off-boarding of terminated employees

• Manage office workflow, assess workloads and manage staff assignments.

• Monitor staff attendance, vacations, and other absences/leaves from the office.

• Perform timely approval of timecards and monitor all office overtime.

• Coordinate leaves of absence with HR team.

• Oversee mail/supply operation for optimum efficiency.

• Identify staff training opportunities/needs and coordinate logistics of those trainings with internal department leaders

• Perform other administrative duties as assigned

• Business Services Collaboration

• Act as a liaison to IT, Facilities, HR, Marketing and other Business Services departments.

• Prepare capital and operating budgets in conjunction with relevant finance team members.

• Assist with implementation of firmwide initiatives - provide insight and feedback to project teams on strategic initiatives, contributing to successful implementations

• Partner with HR Business Partner as needed to monitor and manage employee relations issues

• Stay current with Firm technology enhancements/upgrades to act as primary office escalation point of contact.

• Partner with Facilities on office renovations, relocations, and maintenance

• Support local Marketing events and Marketing/Business Development Manager

• Minimum 8-10 years of law firm administration and/or relevant management experience.

• Strong management skills with prior direct supervisory responsibility.

• Excellent oral and written communications skills.

• Comfort communicating at all levels of an organization.

• Strong relationship management skills.

• Well-developed and professional interpersonal skills.

• Ability to travel to offices when required.

• Ability to manage staff effectively across multiple locations.

• Ability to work in a fast-paced environment and adapt to changes.

• Innovative and creative in approaching the administrative office functions.

• Highly detail oriented and ability to multi-task.

• Proficient in Microsoft Office Suite (Outlook, Work, Excel, PowerPoint).

• Basic knowledge of finances and accounting.

• Prior experience working in a law firm desired.

• Skilled in NetDocs document management a plus.

• Undergraduate degree required, advanced degree preferred

• Manage the front desk operations, including greeting visitors, answering and directing phone calls, and managing incoming/outgoing mail and deliveries.
• Oversee general office organization and appearance, ensuring common areas, meeting rooms, and workstations are tidy and presentable.
• Manage office supplies inventory, place orders, and ensure supplies are readily available.
• Coordinate and schedule meetings, appointments, and conference calls, including preparing meeting rooms and setting up technology.
• Assist with travel arrangements and expense reports for staff as needed.
• Maintain electronic and physical filing systems, ensuring documents are organized and easily accessible.
• Draft and proofread various communications, including emails, memos, and reports.
• Handle vendor inquiries, manage invoices, and assist with basic bookkeeping tasks.
• Liaise with building management and external service providers for office maintenance and repairs.
• Assist with onboarding new employees, including setting up workstations and providing orientation to office procedures.
• Plan and coordinate internal office events, team lunches, and social gatherings.
• Support various departments with administrative tasks, data entry, and special projects as required.
• Ensure compliance with office policies and procedures.
• Maintain a high level of confidentiality regarding sensitive information.
• Operate standard office equipment, such as printers, scanners, and projectors.

• High School Diploma or GED required; Associate's or Bachelor's degree preferred.
• Minimum of 2-4 years of experience in an office administration, administrative assistant, or reception role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with office management software.
• Excellent verbal and written communication skills, with a professional and friendly demeanor.
• Strong organizational skills and meticulous attention to detail.
• Ability to multitask, prioritize tasks effectively, and manage time efficiently in a busy environment.
• Proactive problem-solver with a strong sense of initiative.
• Reliable, punctual, and able to work independently with minimal supervision.
• Ability to maintain confidentiality and exercise discretion.
• Strong interpersonal skills and a positive attitude.
• Experience with basic accounting software (e.g., QuickBooks) is a plus.

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Get AI-powered advice on this job and more exclusive features.

The Administrative Manager oversees delegates, trains, and mentors administrative staff. This position enforces proper procedures and constantly streamlines team processes to be efficient and effective.

Apply If You

• Bring a cooperative spirit to your team and neighboring department.
• Have an understanding that through your contributions, you aid in the overall Companys success.
• Pursue continuous efforts to see beyond current business modes and methods.
• Embody an understanding that as a committed team member, tenure with an organization is achievable.
• Bring your whole self to work. Applying your knowledge, skills, and abilities ensures that every task you perform is performed at the highest level.
  
  

• Manages team performance, including, developing and coaching direct reports and staff, communicating expectations, enforcing Company policies, procedures, and standards, and redirecting versions as needed.
• Responsible for the staffing model of their direct reports, ensuring the hiring and training of all new additions to the team.
• Works with management to streamline processes and build a structure while driving cost savings.
• Follows and sanctions all standard operating procedures.
• Oversees administrative staff for all project documentation, including budgets, client contracts and Change Orders, plans and specifications, client billings Statement of Variance (SOV) and reimbursable, submittals, Request for Information (RFI), weekly updates, subcontracts, subcontractor change orders, rental logs, and project closeout.
• Manages administrative staff with project purchase orders, hotels, temporary facilities, and reprographics.
• Provides project permit packages, including issuing and signing checks for permits and city/landlord deposits.
• Liaison with the accounting department on various issues, including resolving project closeouts, issuing final change orders, and ensuring timely invoicing for all final billings.
• Liaison with the Information Technology (IT) department for practical systems, streamlining, and troubleshooting.
• Partners with Project Managers to resolve issues regarding project documentation for timely delivery of projects.
• Ensures customer-based File Transfer Protocol (FTP) sites are maintained.
• Organizes, schedules, and attends bi-weekly meetings with Project Managers and Accounting.
• Organizes and schedules bi-weekly Project Manager Construction meetings.
• Organizes, schedules, and attends quarterly Manager and Support Staff meetings.
• Serves as a responsible leader, through the direction and guidance of the team, to ensure all safety requirements for all jobs are upheld.
• Other duties as assigned.
  
  

• Five years experience or relevant experience or equivalent.
• High School diploma or equivalent.
• Demonstrates comprehensive knowledge of construction.
• Experience in a supervisory role that includes administrative and customer service.
• A unique talent for being the go-to person to resolve problems and get the job done proactively.
• Self-starter and able to work in a fast-paced, team-oriented environment.
• Demonstrates strong verbal and written communication skills.
• Ability to multi-task, have strong attention to detail, and organizational and time management skills to ensure all established deadlines are achieved.
• Has passion, energy, persistence, positive attitude, and enthusiasm.
• Proficient with computers and familiar with Microsoft Software Suite.
• Able to identify a need, remove the barriers, and make things happen.
• Values diversity of ideas, opinions, and people.
• Has good common sense and applied logic.
• Must possess an appropriate state drivers license before employment, a clean driving record, and reliable transportation.
  
  

• Medical insurance
• Dental HMO and PPO insurance
• Vision insurance
• Life/AD&D insurance
• Flexible Spending Accounts Unreimbursed Medical and Dependent Care
• 401(k) retirement plan
• Vacation and Sick Time
• Holidays
  
  

• Seniority level Mid-Senior level

• Employment type Full-time

• Job function Project Management and Information Technology
• Industries Construction

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