Office Administrator

MealSuite, an Inc. 5000 Fastest-Growing Company, is a privately owned SaaS organization comprising 190+ team members across the globe, with hub locations in Cambridge, ON, Canada, Dallas, TX, USA, and Ho Chi Minh City, Vietnam. Our suite of end-to-end foodservice technology solutions helps professionals across healthcare and aging services streamline their operations, save time, reduce food waste, and meet regulatory requirements, so they can focus on what matters most: improving the quality of patient and resident care.   We’re looking for our next exemplary Office Administrator to join our People & Culture team.  Reporting to the VP, People & Culture, you’ll be helping manage the day-to-day operations of the office and coordinating events to ensure that our facilities remain in tip-top shape.   This role will require you to work in our office located in Cambridge 5 days a week.  A day in the life as an Office Administrator:  Be the face of the office – Greet & assist visitors, vendors, and employees, manage incoming and outgoing mail, maintain office supplies and order more when necessary, and support general administrative tasks for various departments  Own facility management – Oversee daily office operations to maintain cleanliness, assist with parking passes, liaise with IT and office maintenance for services and control systems, and organize workspace seating and desk assignments.  Support in-office events and travel booking – Assist the People & Culture coordinator with monthly employee engagement events, the annual company-wide summit, and assist the executive leadership team members with in-office internal team meetings and travel booking coordination.  Handle office shipments – Coordinate and manage all shipping and receiving activities for the Cambridge office, collaborate with internal departments and team members to ensure accurate and timely shipments, and schedule and liaise with couriers and delivery services.  Ensure a safe workplace – Schedule meetings, take meeting minutes, and complete monthly inspections of the office to ensure health and safety compliance standards.  Manage our Employee Recognition and Celebration Program – Order and maintain the inventory of company swag, distribute milestone gifts to employees, coordinate life moment recognition initiatives, and remind leaders of employee work anniversaries.  In the first 6 months, you'll be digging into the following project-based work:  Summit coordination – Take the reigns and help coordinate the yearly companywide summit (takes place in September 2025)   Process documentation – Outline and document administrative processes and procedures relating to the Office Administrator role  Branded merchandise review – Review company swag (particularly for new employee welcome/first day) and help develop ideas for new goodies  If the below describe your knowledge, experience and character, this role could be for you:   I have experience in event planning and office coordination, facilities management, and general administration.  I gained my knowledge through 1-2 years of direct experience in office management or administrative work.  I have or am in the process of obtaining my CPR-C certification, Joint Health & Safety certification, and an ergonomics training certification  I am proficient with the Microsoft Office/365 suite, including Outlook, Excel, and PowerPoint  I am a reliable and proactive professional who is very organized, detail-oriented, and can multitask with ease.  I’m exceptional at making people comfortable with my excellent communication skills and approachability.     I have a proven ability to remain calm under pressure, manage my time well, and can very adaptable and flexible no matter what situation I find myself in.  I’m willing to occasionally travel and have a valid passport and no travel restrictions that limit my ability to cross the border between Canada and the USA (and Vietnam if required for role).  I thrive in an agile environment that is constantly changing and encourages team members to collectively collaborate and communicate  I love to be directly involved in projects and initiatives that offer continued learning and endless opportunity to express my ideas and build my leadership skills  We know imposter syndrome can be REAL when applying for a new role, but please don't let the confidence gap prevent you from taking a leap and applying for your dream job. Your future self will thank you!   More to love about working at MealSuite:   We are passionate people that care about others. The heart of what we do comes down to our mission to Deliver smiles and satisfaction to the continuum of care through an all-in-one foodservice management technology. Learn more about what we do here.  We’ve built a progressive culture that values teamwork and innovation. We listen to all voices and entrust team members with tasks that make a significant impact on the communities we serve.  We’re growing sustainably. A career with MealSuite offers the innovation and agility of a startup matched with the stability of an established company in a growing industry.  We take care of our employees too! Here are just a few of the great things we offer:  Unlimited paid time off – yeah, you read that right! We trust our employees to build their own version of balance so they can feel rejuvenated to bring their best every day.  Healthcare benefits – extended health, vision, dental, and paramedical coverage, critical illness, life and disability insurance, travel medical insurance, and access to Teladoc medical experts.   Hybrid flexibility – we value the collaboration, mentorship and learning that come from physically working next to one another, as well as the benefits that remote work can offer.  Work-life balance – this is supported by the fact that more than 90% of current employees agree that their leader supports their wellbeing.  An inclusive workplace – women account for 53% of our employees and 58% of people leaders.  Participation in our equity program – we’d love for you to share in MealSuite's success as we continue to grow!  Opportunities for career development and advancement – we support our employees in pursuing and achieving their professional goals.  Purposeful work with a positive community impact – more than 90% of our North American employees agree that the company’s purpose aligns with their personal values. Learn more about our values at MealSuite.com/Careers.   Have we got your attention? Great! Here’s what’s next:  Apply today with your resume and answers to our application questions.   We’ll start reviewing candidates within two weeks of this position being posted and will reach out to you if we’d like to get to know you a bit better.  We often get hundreds of applications for our roles (we feel very honoured that so many people are interested!) and try our best to get back to each person.  If there’s a delay in our response, please don’t think we’ve forgotten about you.  We may be taking our time to thoroughly review each candidate before deciding who to interview.   We want to ensure that every qualified individual has an equal opportunity to work with us. If you require accommodation to our application process, please contact hr@mealsuite.com.