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 seeking a highly organized, and proactive Senior Intelligent Office Assistant to support the daily operations of our business centre and reception team. This position is ideal for an individual who thrives on organization, efficiency, problem-solving, and continuous improvement.
The Senior Office Assistant, Operations serves as a key operational resource within the office, assisting management by supporting workflow coordination, maintaining procedures, improving processes, and ensuring administrative functions are completed accurately and efficiently. While this role includes senior-level responsibilities, the successful candidate will also participate in phone answering, client service, and administrative duties alongside the team and our Senior Office Assistant, Client Services.
This is a full-time, Monday to Friday, in-person position based at our Oakville office. There is no hybrid-work opportunity.
What You’ll Be Responsible For
Operations & Client Experience
Oversee daily operations of the business centre and ensure smooth day-to-day functionality
Deliver a professional, welcoming, and high-touch experience for members, virtual clients, and guests
Manage client onboarding, office moves, renewals, and service requests
Ensure meeting rooms, shared spaces, and offices are maintained to a high standard
Coordinate vendors, maintenance requests, supplies, and building-related issues
Handle client concerns professionally and proactively
Operational Leadership
Assist with coordinating and prioritizing daily workload for team members in the Manager's absence
Monitor workflows and ensure tasks are completed accurately and on schedule
Support operational consistency and adherence to established procedures
Identify workflow bottlenecks and recommend solutions
Process Improvement
Develop, document, and maintain office procedures and operational processes
Identify opportunities to improve efficiency, productivity, and service delivery
Maintain operational documentation and reference materials
Team & Management Support
Act as a resource for team members regarding operational procedures and systems
Escalate staff concerns, operational issues, or workflow challenges to the Manager as appropriate
Assist with onboarding and procedural training when required
Support management during special projects and operational initiatives
Administrative Oversight
Assist with month-end billing preparation and reporting
Maintain accuracy of client data, records, and internal systems
Monitor office supply inventory and coordinate ordering requirements
Assist with reporting, auditing, and quality control activities
Sales & Business Support
Conduct tours for prospective clients and support sales conversations
Identify opportunities to improve occupancy, retention, and member satisfaction
Support networking initiatives, events, and community engagement activities on occasion
Compensation
$22 per hour
Additional performance bonuses and sales commissions
Participation in health benefits program
Opportunities for long-term growth and leadership
What We’re Looking For
Required Experience
2+ years of experience in office administration, coworking operations, executive office suites, hospitality, or a similar client-facing operational role
Post-secondary education in business, administration, hospitality, or a related field is preferred
Strong experience managing multiple priorities in a fast-paced environment
Experience working independently and making operational decisions confidently
Professional communication skills with strong customer service instincts
Experience with administrative systems, scheduling, invoicing, and client coordination
Preferred Qualifications
Experience in coworking, flexible workspace, serviced office
Familiarity with QuickBooks, CRM systems, Google Workspace, and Microsoft Office
Sales, business development, or account management experience is considered a strong asset
Who You Are
Exceptionally organized and detail-oriented
Calm under pressure and solutions-focused
Professional, polished, and approachable
Self-motivated with a strong sense of ownership
Comfortable balancing operations, client service, and business priorities
Someone who naturally creates structure, efficiency, and positive energy within a workplace
Why Join Intelligent Office Oakville?
Be part of a growing entrepreneurial community
Work in a professional, modern office environment
Opportunity to take ownership and make a meaningful impact
Collaborative and supportive leadership team
Stable, long-term growth opportunity
How to Apply
Please apply with your resume and a short introduction outlining:
Your relevant office management or coworking experience
Why this role interests you
A recent example of a workplace or operational challenge you successfully managed
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Start Your Application