Title

Office Manager

Reports To

The Office Manager reports to the Principal

Summary

Responsible for the organization and coordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency; This includes office activities, government remittance, supervising office staff, coordinating reception duties, shipping and receiving, contract management, supplies and stationery, health regulations, and general troubleshooting. The Office Manager will also be responsible for the safety requirements of the organizations facilities and assets.

Job Duties

• Coordinate and supervise office staff activities to ensure maximum efficiency
• Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff: Accounts payables, receivables, customer service production and shipping
• Handle customer inquiries and complaints
• Handle Staff inquiries and complains
• Recruiting office staff  and training of new staff members
• Manage Corporate government remittance HST, WSIB, Payroll, EHT, etc
• Ensure security and confidentiality of data
• Analyze and monitor internal processes
• Design and implement office policies and procedures.
• Allocation of resources to enable task performance
• Ensure filing systems are maintained and current
• Ensure adequate supplies of office stationery, general office supplies, office furniture, and other equipment.
• Review and approve office supply acquisitions
• Maintain a safe and secure working environment
• Coordinate departmental programs, such as meetings, seminars, workshops, special projects, and events.
• Arrange travel accommodations for key personnel required business trips in an economical and timely fashion, including hotel bookings, car rentals, and so on.
• Assist in the management of building security, such as the assignment of keys and alarm codes for approved personnel.
• Manage janitorial, cleaning, repair, and maintenance service provider contracts and service level agreements.
• Coordinate and implement company-wide social events.
• Provide support to the sales teams by arranging logistics for trade shows and other events.
• Ensure the office facilities are in compliance with safety regulations, such as local fire codes, handicap access, other laws.
• Communicate the organizations safety policies in accordance with applicable federal safety standards and local laws.
• Collaborate with inventory planning personnel to minimize shortages and improve inventory holdings.

Requirements

• Business degree or equivalent or an acceptable combination of education and experience.
• 4years of direct work experience in an office management or facility management capacity.
• Strong knowledge of accounting procedures involving procurement, travel, and budget management.
• Strong knowledge of QUICKBOOKS software systems, as well as Microsoft Office products, including Excel, Word, and PowerPoint.
• Direct working knowledge of operations, warehouse, and transportation management.
• Knowledge of human resources management practices and procedures
• Experience in managing third-party service providers.
• Knowledge of local and federal regulations and ordinances.
• Excellent analytical and problem solving skills.
• Meticulous records maintenance skills.
• Superior telephone manners and strong interpersonal skills.
• Good financial and business awareness.
• Strong written and verbal skills to communicate with all levels of the organization and its executive team.
• Strong customer service orientation.

Working Conditions

• Ability to attend and conduct presentations.
• Able to lift at least 50 lbs.
• Manual dexterity required to use desktop computer and peripherals.
• Overtime as required.

Core Competencies

• Customer Focus
• Communication
• Energy & Stress
• Team Work
• Quality Orientation
• Time Management
• Adaptability/ Flexibility
• Creative and Innovative Thinking
• Decision Making and Judgement
• Planning and Organizing
• Problem Solving
• Result Focus
• Accountability and Dependability
• Ethics and Integrity
• Mediating and Negotiating
• Providing Consultation
• Leadership
• Coaching and Mentoring
• Staff Management
• Enforcing Laws, Rules and Regulations
• Mathematical Reasoning
• Development and Continual Learning