Office Manager

7 days ago

Ottawa, Canada Knak Full time

**Knak is a mission-driven company**

Why? Because our time is limited, our competition is fierce, and our margin for error is small. For us to have the greatest impact on the world, we need to be laser focused on our core mission, which is...

**_ Empowering people to be creative._**

That's why Knak exists.

Oh, and we have a bit of fun while doing it, too

**The Role**

At Knak, we believe the office should feel like a 5-star hotel.

Why? Because we understand that the environment you work in can directly impact your creativity and performance. Our goal is simple: create a workplace that feels welcoming, inspiring, and well-equipped—where every individual, whether a team member or guest, feels valued, comfortable, and excited to be here.

Our office isn't just a place to work; it's a space to thrive. Just like the best hotels, we aim to provide an exceptional experience for everyone who steps through the door. As our Office Manager, you'll play a crucial role in ensuring that experience is consistent, memorable, and perfectly Knak.

**Key Responsibilities**:

- **Create a Tidy, Clutter-Free Environment**: Keep the office spotless and organized, so everyone can focus on their work without distractions.
- **Foster a Welcoming Atmosphere**: Ensure the office always feels inviting, comfortable, and ready for both employees and visitors.
- **Maintain Knak's Aesthetic**: Ensure the office décor and setup reflect Knak's brand and culture, creating a vibe that's inspiring and energizing.
- **Support the Team**: Ensure our employees have everything they need to be productive, from tools and resources to a prepared workspace.
- **Timely Arrival & Preparation**:Be the first one in, every weekday, ensuring the office is prepared and ready for the day ahead.
- **Greet Visitors**:Make sure guests feel immediately welcomed—help them sign in, direct them, and offer a drink or snack when needed.
- **Maintain Cleanliness**: Oversee cleanliness in the kitchen, meeting rooms, and common areas, ensuring spaces are always tidy and ready for use.
- **Furniture & Space Organization**: Keep the office and meeting rooms organized, ensuring furniture is in place and common areas are clutter-free.
- **Office Logistics**:Manage the snack station, shipping/receiving areas, and office supplies, ensuring everything is well-stocked and easily accessible.
- **Weekly Lunch Ordering**: Arrange team lunches every Thursday, offering a variety of healthy and indulgent options, and track costs effectively.
- **Building Maintenance**: Proactively address any building issues and work with the landlord to ensure they're resolved in a timely manner.
- **Enhance Office Culture**: Introduce personal touches that make the office feel like home, encouraging engagement, comfort, and team bonding.
- **Support Out-of-Town Guests**: Assist visiting employees or guests with anything they need to feel settled and comfortable during their visit.
- **Conduct Office Surveys**: Run quarterly office surveys to collect feedback, ensuring continuous improvement of the office experience.
- **Onboarding**: Coordinate all aspects of employee onboarding, ensuring a smooth and welcoming experience for new hires. This includes preparing workstations, providing necessary equipment, and guiding new employees through company policies, culture, and benefits.
- **BambooHR Administration**:Manage BambooHR (our HRIS), ensuring employee records are up-to-date, processing time off requests, and supporting HR reporting needs.
- **Canada Life Benefits Administration**:Oversee the Canada Life benefits program, ensuring new hires are enrolled correctly, assisting employees with benefits-related inquiries, and keeping track of benefits changes, renewals, and updates.
- **Employee Support**:Provide HR support as needed, answering employee questions on HR policies, benefits, and company procedures.
- **Documentation & Compliance**: Ensure that all employee documents, including contracts, benefits forms, and certifications, are properly stored and compliant with company and legal standards.

**Skills & Experience**:

- **Hospitality Expertise**: A passion for creating exceptional experiences and making people feel valued and comfortable in any environment. You understand the importance of hospitality and go above and beyond to ensure every visitor or employee feels welcome.
- **Exceptional Organizational Skills**: The ability to manage multiple responsibilities seamlessly and efficiently while ensuring attention to detail across a variety of tasks.
- **Positive, Solutions-Focused Attitude**:A proactive approach to problem-solving, always thinking ahead to improve the office environment and the experience for the team.
- **Adaptability**: Comfortable in a fast-paced environment and able to shift focus quickly as priorities evolve.
- **Attention to Detail**: A keen eye for details, whether it's maintaining the office's aesthetic or ensuring all logístical tasks are completed efficiently.

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