Office Assistant

Intelligent Office Oakville

'' Oakville, ON | Full-Time | Monday–Friday | In-Person

At Intelligent Office Oakville, we help entrepreneurs, professionals, and growing businesses work smarter through premium office space, virtual office services, meeting rooms, business support, and a strong sense of community.

We are looking for an enthusiastic, professional, and highly organized Intelligent Office Assistant to join our client service team. This role is ideal for someone who enjoys working with people, thrives in a fast-paced environment, and takes pride in delivering exceptional customer service. As the first point of contact for many of our clients and their callers, you will play a critical role in creating outstanding experiences while supporting administrative operations, virtual receptionist services, client onboarding, facility management, and technical setup functions.

This is a full-time, Monday to Friday, in-person position based at our Oakville office. There is no hybrid or work from home option.

What You’ll Be Responsible For

Client Service & Reception

• Deliver exceptional, customized receptionist services for a diverse portfolio of business clients
• Answer, screen, announce, and transfer live calls on behalf of clients using call management software
• Manage multiple client call profiles simultaneously while maintaining accuracy and professionalism
• Greet clients, guests, and visitors by name and create a welcoming environment
• Schedule appointments, coordinate meeting room bookings, and manage related administrative details
• Handle messages through email, text messaging, voicemail, and other communication channels
• Provide professional support to clients while resolving inquiries and service requests

Administrative Support

• Manage courier deliveries, package handling, and mail sorting
• Perform scanning, photocopying, document preparation, and general office administration
• Support daily operations using Microsoft Office applications including Word, Excel, and PowerPoint
• Review meeting room usage and administrative records for billing purposes
• Conduct client onboarding and orientation meetings to gather information and set up services
• Organize and prepare month-end billing details, including call volumes, room usage, print services, courier charges, and additional business services
• Maintain accurate client records and administrative documentation

Technical & Operations Support

• Ensure the business centre, meeting rooms, kitchen, and shared spaces are clean, organized, fully stocked, and client-ready
• Maintain office supplies, equipment, and amenities while addressing client concerns professionally and promptly
• Previous experience in customer service, reception, administration, hospitality, or office support
• Strong communication, organizational, and multitasking skills with exceptional attention to detail
• Comfortable learning and working within multiple software systems, including Microsoft Office
• Professional, reliable, client-focused, and able to work independently and collaboratively

Compensation

• Base rate: $19 per hour
• Additional performance bonuses
• Opportunities for long-term growth and leadership

What We’re Looking For

Required Experience

• Previous customer service, receptionist, administrative, hospitality, or office support experience
• Strong verbal and written communication skills with a professional phone presence
• Ability to manage multiple priorities while maintaining attention to detail
• Confidence learning and using multiple software systems simultaneously
• Strong organizational and time management skills
• Proficiency with Microsoft Office applications including Outlook, Word, Excel, and PowerPoint
• Demonstrated ability to work independently and as part of a team

Preferred Qualifications

• Experience with CRM, call answering, or virtual receptionist platforms
• Experience working in executive office suites, coworking environments, hospitality, or professional services
• Technical troubleshooting experience is considered an asset
• Experience handling client onboarding, scheduling, or billing administration is an asset

Who You Are

• Professional, friendly, and client-focused
• Organized, detail-oriented, and able to multitask
• Reliable, adaptable, and calm under pressure

Why Join Intelligent Office Oakville'

• Work with entrepreneurs, professionals, and growing businesses
• Be part of a supportive and professional team
• Enjoy long-term growth and development opportunities

How to Apply

Please apply with your resume and a short introduction outlining:

Your relevant office admin experience

Why this role interests you

We thank all applicants for their interest; however, only those selected for an interview will be contacted.