Office Administrative Assistant

Stelumar Advanced Manufacturing Inc. (SAMI or Stelumar) is a technology-driven company dedicated to revolutionizing homebuilding in Canada through advanced modular building solutions. Founded by Canadian entrepreneur Peter Gilgan, founder of Mattamy Homes, Stelumar combines automation, robotics, and AI to modernize construction and help address the housing shortage. With state-of-the-art manufacturing facilities in the Greater Toronto Area, Stelumar is focused on accelerating construction timelines, improving consistency and making housing more attainable. Stelumar produces precision-built walls, floors, and roofing systems, factory-built modular units, and interior cabinetry and millwork at industrial scale. Its development and construction arm, Stelumar Communities, delivers scalable modular housing from planning and design to construction and handover. The team supports low- and mid-rise residential, purpose-built rental, affordable and workforce housing, student housing, hospitality, healthcare-related housing, and institutional developments. Together, Stelumar is delivering housing people are proud of.

For more information, visit Stelumar.com.

What we offer

As the Office Administrative Assistant, you will be the welcoming first point of contact for visitors, employees, and callers, while keeping our office running smoothly day to day. This role blends reception coverage, administrative support, and office management responsibilities, including, but not limited to managing supplies and vendors, coordinating meetings, and supporting teams across the business and multiple office locations. The ideal candidate is highly professional and takes pride in creating a well-run, welcoming workplace.

What you’ll do

• Greet and welcome visitors, clients, and employees, ensuring a professional and friendly front-of-house experience.
• Answer, screen, and direct incoming calls through the main switchboard in a timely and courteous manner.
• Manage the reception area, including sign-in procedures, visitor badges, and meeting room readiness.
• Sort, distribute, and process incoming and outgoing mail, packages, and courier shipments.
• Order and maintain office supplies, kitchen/pantry stock, and equipment, tracking inventory and managing vendor relationships.
• Coordinate maintenance and service requests with building management and external vendors (cleaning, IT, repairs, etc.).
• Schedule and coordinate meetings, boardroom bookings, and calendar requests across departments.
• Support the planning and execution of internal events, team meetings, and company gatherings, including participation in Stelumar’s culture committee.
• Assist with onboarding logistics for new hires, including workspace setup, access cards, and welcome materials.
• Prepare, format, and proofread correspondence, memos, presentations, and reports as needed.
• Process invoices, expense reports, and purchase orders in line with company procedures.
• Maintain organized filing systems, both physical and digital, ensuring accurate recordkeeping.
• Support travel bookings and itineraries for staff and visiting leadership.
• Monitor office health and safety standards, ensuring compliance with workplace policies.
• Provide administrative support to leadership and cross-functional teams as required.
• Identify opportunities to improve office processes and the overall workplace experience.
• Other duties as required.

What you bring

• 2+ years of experience in a reception, administrative, or office coordination role.
• Experience managing office supplies, vendors, and day-to-day office operations
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort learning new systems.
• Strong communication, organizational, and multitasking skills.
• Professional, personable demeanor with a customer-service mindset.

Bonus Points

• High school diploma required; post-secondary diploma or certificate in Office Administration, Business, or a related field. Experience supporting a manufacturing, industrial, or construction-related business.
• Experience coordinating events, meetings, or office moves.
• Familiarity with expense management or basic bookkeeping software.
• Experience supporting onboarding or HR administrative processes.
• Health & safety certification (e.g., WHMIS) or willingness to obtain.
• Experience working in a fast-paced, start-up or scaling environment.

Compensation

The expected base salary range for this position is $50,000-$73,500. Actual pay may vary depending on your job-related knowledge, competencies, and skills. We recognize that exceptional situations may fall outside this range, and we encourage all interested candidates to apply.

You are also eligible to participate in Stelumar’s annual bonus program which gives you the opportunity to increase your total compensation if business and individual goals are achieved.

We encourage applicants who meet most of the role requirements to hit that submit button and apply! It’s okay if you don’t have 100% of the requirements. If you’re the right candidate, we’ll help you learn and grow.

Stelumar is committed to providing accommodation for people with disabilities. If you require accommodation through any aspects of the selection process, please notify us on your application and we will work with you to meet your needs.

Stelumar may use artificial intelligence (AI) tools to support our hiring process, including to help screen or assess candidates along the way. These tools work behind the scenes, while people remain at the heart of every hiring decision.

Qualified applicants for this existing vacancy will be contacted directly by the Talent Acquisition team.