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Office Manager 

The Office Manager is responsible for a wide variety of administrative duties in support of the President and other senior management members. This is a key position that requires the incumbent to exhibit a high degree of professionalism, enthusiasm, and courtesy toward all individuals with whom the incumbent interacts, including customers, suppliers, owners, employees, and other members of the public.

Primary duties include reception, calendar and appointment management, providing support to President and senior managers, and drafting internal and external correspondence. The Office Manager is also required to maintain positive outlook, confidentiality and interact professionally at all times with all employees, management and the public. Other duties can be assigned as necessary.

Core Competencies:

  • Customer Service
  • Action Orientation
  • Positive Attitude
  • Professionalism
  • Quality/Detail Orientation
  • Communication   
  • Team Work
  • Time Management
  • Accountability & Dependability
  • Research and Analysis
  • Operating Equipment
  • Planning and Organizing
  • Problem Solving
  • Ethics and Integrity

 

What you’re responsible for:

  • Answer company telephone and front door
  • Manage and maintain company calendar and meeting schedule
  • Provide a wide range of support activities for the company President
  • Act as a Marketing expert and provide a wide range of marketing activities in support of the sales team
  • Assist with maintaining IT systems, phone system, inform President of any issues
  • Ensure adequate cleaning supplies, ensure offices and bathrooms being cleaned, adequate coffee and water supplies. Advise purchasing for requirements
  • Maintain office supplies, look after employee requirements
  • Present a positive and professional image of the business office to all visitors, callers, and members of the public at all times
  • Provide direct administrative and office management support to all members of the management team, as required
  • Assist with work schedules and calendars of executive management, particularly the President
  • Assist sales people in record keeping, quote descriptions, letters, assist with travel arrangements for OPS employees when requested
  • Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary, as needed
  • Maintain all company vehicle maintenance records
  • Keep systems, policies, forms up-to-date. Collaborate on writing and typing of new systems, policies, forms
  • Produce various reports, as needed
  • Calendar, prepare and attend general staff meetings. Take notes for meeting minutes
  • Assist with processing credit card payments, when required
  • Prepare new employee binders, as needed
  • Prepare travel schedules and make reservations for senior management and executive staff upon request
  • Coordinate logistics of executive team programs including meetings, seminars, workshops, special projects, and events upon request
  • Prepare draft reports, background documentation, and research
  • Refer and/or redirect calls, e-mails, or visitors as required
  • Troubleshoot and/or escalate office administration issues
  • Receive and process incoming mail, when required
  • Review, evaluate, and distribute priority correspondence for executive team, when required
  • Facilitate communication from department managers, business unit leaders, and project managers
  • Take and transcribe dictation notes
  • Prepare and review presentations
  • Provide backup for coffee breaks, when required
  • Other duties can be assigned as required

 

Position Requirements:

  • Post-Secondary diploma in Business Administration, or relevant discipline, preferred
  • 3-5 years’ experience in an Administrative role preferred
  • 1-3 years’ experience in Customer Service preferred
  • Strong knowledge of office procedures and practices
  • Keen attention to details
  • Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point)
  • Resourceful and flexible
  • Proven organizational and time management skills

 

Working Conditions:

  • Manual dexterity required to operate computer and peripherals
  • Repetitive work
  • Overtime may be required

 

Annual salary based on experience and skills + benefits.

 

APPLY TODAY!

Office Manager

To apply to this position, please fill out the form below. Please attach your cover letter and resume as one file.