Assistant, Admin

Position Summary:

Admin Assistants ensure the efficient day-to-day operations of the office, and support the work of management and other staff.

Team Overview :

The Admin team is considered the backbone of operations at TFI. The team supports all other functions and is responsible for improving the overall operational efficiency of the organization. The team has set high standards of resourcefulness and is seen as a role model in cultivating important relationships with both internal and external stakeholders.

The Admin Assistant shall report to the Admin Manager. The team as it stands is headed by the CFO and comprises of 2 Office Coordinators, 1 Admin Associate and 1 Admin Manager.


Primary responsibilities include but are not limited to:

  • Order office supplies, furniture, and equipment in accordance with department guidelines.
  • Coordinate logistics and delivery of supplies, inter-office correspondence etc.
  • Maintain trackers for courier materials and cross check relevant payment vouchers
  • Make all necessary travel arrangements and itineraries; prepare and file travel authorization and travel vouchers
  • Maintain and operate office equipment (Fax machines, photocopiers, videoconferencing, EPBAX systems, and general office equipment)
  • Coordinate office and equipment maintenance requests
  • Ensure upkeep of the office space
  • Assist the admin team with office operations such as office moves, meetings, conferences, workshops, training institute and/or special events;
  • Maintain calendar of all activities and events and pro-actively support teams in planning and coordinating of the events
  • Be familiar with accounting and admin policies and budgets
  • Negotiate with suppliers and maintain good vendor relationships
  • Participate in residential Institute as part of the administrative staff
Additional Responsibilities:
  • Assist with Petty Cash maintenance and related accounting work.
  • Any other related work as prescribed by the Admin Manager and Admin Associate
Knowledge, skills and abilities:
  • Should be proficient with MS Office (Word, Excel, Power-point), Business Communications (Email, Phone), basic knowledge of Data Entry and Databases.
  • Should be comfortable using office equipment like Projectors, Conference equipment, Photocopiers, etc.
  • Vendor Management – seeking new vendors, communication with existing vendors, invoicing & billing, etc.
  • Acclimated to basic Accounting and Banking procedures.
Education and Experience:
  • High School Diploma, Graduate (preferred).
  • Post secondary education in business, computers, or office management is an asset
  • One year of relevant experience preferred
Assistant, Admin