Job Agency Administrator - Remote, Toronto

Job Summary:

We are seeking a highly organized and proactive Agency Administrator to manage daily administrative operations and support overall efficiency within our agency. This role is essential in coordinating internal processes, supporting team members, maintaining office systems, and serving as a point of contact for clients, vendors, and partners. Ideal candidates will be detail-oriented, tech-savvy, and capable of handling multiple administrative tasks in a fast-paced creative or service-oriented environment.

• Oversee general office administration, including scheduling, supplies management, and maintaining office systems.

• Manage calendars, meetings, and travel arrangements for senior staff or teams.

• Prepare reports, documentation, meeting minutes, and correspondence as needed.

• Assist account managers and project teams with client onboarding, contracts, and communication.

• Track project timelines, deliverables, and key milestones to ensure deadlines are met.

• Support internal workflow by managing task lists, shared folders, and collaboration platforms.

• Process invoices, track expenses, and assist with budget reconciliation.

• Coordinate with finance or HR departments for payroll, benefits, and vendor payments.

• Maintain accurate records of vendor agreements, subscriptions, and service renewals.

• Support HR functions including onboarding, staff scheduling, and internal communication.

• Organize agency events, training sessions, and team-building activities.

• Act as a point of contact for internal IT or facility needs.

• Bachelors degree in Business Administration, Communications, or a related field (or equivalent work experience).

• 2+ years of experience in office administration, operations, or administrative supportpreferably within a creative, media, marketing, or recruitment agency.

• Excellent organizational and time-management skills.

• Strong written and verbal communication skills.

• Proficiency in Microsoft Office Suite and/or Google Workspace; familiarity with project management tools like Trello, Asana, or Monday.com.

• Prior experience working in an agency (advertising, creative, PR, marketing, recruitment, etc.).

• Experience managing CRM, billing, or HR software (e.g., QuickBooks, Zoho, BambooHR, HubSpot).

• Ability to work independently and adapt to changing priorities.

• Strong interpersonal skills and a service-oriented attitude.

• Competitive salary and benefits package.

• Flexible work environment and remote work options.

• Opportunities for career development and training.

• Collaborative and inclusive agency culture.

• Regular team events, wellness perks, and more.