Office Administrator

Hiboo Networks Inc. is looking for an Office Administrator to serve our team and customers during our next phase of growth.  We are a fast-growing, facility-based Data Networking provider, operating our own 100% fibre network, focused on providing enterprise-grade data communications, internet and cloud services.  In this role, you will work within our Kanata office to provide work efficiency, timely communications, and support services.  While reporting to the Vice President & General Manager, you will engage with HR, Marketing, Finance, Technology and Sales team members as well our customers and third party vendors to provide a high level of service to meet the needs of our growing organization. 

What You'll DoOffice Administration

• Coordinate with landlord for security badges and requests
• Check mailbox, order and process office and kitchen supplies
• Calendar and meeting coordination for Vice-President & General Manager/Management team members (as required)
• Complete expense forms, coordinate courier and travel services
• Provide support to HR for new hire onboarding or offboarding processes
• Communication and coordination with a variety of third party partners/vendors
• Administrative support for team health and safety training
• Participate as a health and safety committee member
• Providing services to support weekly sales activities

Event Planning

• Order catering for team events/meetings
• Organize team events with management

Customer Service

• Provide service delivery packages to new customers
• Process customer credit card payments and coordinate receipts/information with Finance
• Complete customer invoice template/customer portal activities
• Answer customer inquiries timely

Project Management Support

• Act as a liaison between contractors, project managers, and authorities
• Submit and track all required permit applications and associated documents to approving agencies
• Coordinate with utilities, agencies, and internal teams to ensure timely application approvals
• Make payments to respective permitting departments with proper documentation
• Track permit statuses and proactively follow up on delays or issues
• Maintain organized permit records, monitor progress, and generate regular status reports

What We're Looking For

• Proven Office Administrative Experience: 10+ years in a small office environment.

• Agility:  Proven track record of handling multiple requests and tasks simultaneously.

• Detailed Focus: Demonstrated ability to coordinate, communicate, and review the fine details of work activities with a high level of accuracy.

• Business Acumen: Professional and mature in demeanour to exercise discretion when required and to support a high performing team.

• Adaptability: Experience in keeping the big picture in mind, but can adapt to changing requirements as needed (You “go with the flow” and you are comfortable in that space).

• A Good Sense of Humour: You have one…and we do too!

• Excellent Communicator: Collaborative in tone, respectful always, timeliness and accuracy in detail with the people who need to know.

• Forward Thinking:  An ability to think ahead, determine what comes next, without being asked. You are service oriented.

Need to Have

• A Post-Secondary Diploma or Degree in Business, Administration or another related discipline or experience.
• A minimum of ten (10) years of office administration comfortable with Google applications.
• Proven ability to complete work activities with accuracy and efficiency, good time management skills, ability to coordinate a variety of tasks.
• Strong communication skills with a team oriented attitude.
• Demonstrated collaboration skills with an agile attitude to “receive the ball and run with it”.
• Integrity, is trustworthy, fulfills commitments and does what is right.

Great to Have

• Previous work experience in a “start up” work environment is an asset.
• Experience in the IT/telecommunications industry is an asset.
• The ability to effectively communicate in both English and French is an asset.

Why should you join the Hiboo team?

• Compensation and Bonus Program 
• Benefits and RRSP Matching Program
• Generous Paid Leave 
• Employee Referral Bonus
• Wellness Reimbursement Program
• Home Office Reimbursement Program
• Cell Phone Reimbursement Program
• Employee Assistance Program
• Professional Development
• Flexible Work Arrangements

Why Join Us?This isn't just a job; it's a chance to apply your experience and be a foundational part of a company poised for significant growth.  If you're an Office Administrator who wants to make a real impact and build something great, we want to hear from you.

This position will work at our Kanata office.  We value the innovation and teamwork that happens when employees come together and are committed to establishing a dynamic workforce that reflects the community it serves. We are stronger together! 

Hiboo Networks Inc. is committed to establishing a qualified workforce that reflects the diverse population it serves and we encourage applications from all qualified individuals.  We are committed to preventing and removing barriers to employment for people with disabilities and invite you to contact us if you have questions regarding accessibility or accommodation.

If you are looking to join a new dynamic organization that values entrepreneurial thinking, excellence, innovation, integrity, teamwork and best in class service, we want to meet you!