Office Manager

3 weeks ago


Ottawa, Canada Boxing 4 Health Inc Full time

**Office Manager (In Gym & Online)**

As office Manager, you'll be responsible for day-to-day office administration.

**Responsibilities**
- A liaison to our members, welcoming them and answering their questions.
- Responsible for maintaining a clean and fully stocked gym.
- Checking in with other gym locations to ensure all is running smoothly.
- Communicating with Head Instructors for scheduling and any admin requirements that crossover.
- Responsible for staffing needs and employee scheduling to ensure appropriate care is being provided to our clients and their families.
- Financial management includes scheduling expenditures, maintaining inventory, analyzing variances, monitoring new student enrolment, and initiating corrective actions.
- Design and implement office policies by establishing standards and procedures and making necessary adjustments.

**Gym Management**
- Oversee office admin team
- Managing the day-to-day operations of the office
- Developing and implementing office policies and procedures
- Overseeing the maintenance of office equipment and facilities
- Coordinating the scheduling and use of office space and resources
- Managing the office budget and ensuring that the office runs within budget
- Hiring, training, and supervising office staff
- Handling customer service and public relations issues
- Overseeing the organization and storage of office records and documents
- Coordinating meetings, conferences, and events
- Acting as a liaison between the office and other departments or organizations
- Developing and implementing systems for increasing the efficiency and effectiveness of the office.

Gym Admin
- Manage and maintain business operations by:

- Manage and update business processes and procedures.
- Determine procedures for retention, protection, retrieval, transfer, and disposal of electronic and physical records.
- Reviewing and approving supply requisitions.
- Business functions are properly assigned and monitored.
- Manage relationships with vendors, service providers, and the landlord, ensuring that all items have been invoiced and paid on time.
- Maintaining and controlling inventory items.
- Create and maintain a facility cleaning schedule, assigning staff to tasks.
- Report on efficiency and effectiveness of business operations:

- Keep management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
- Design and implement office policies by establishing standards and procedures and making necessary adjustments to our playbooks.
- Participate actively in the planning and execution of company initiatives and events.

**Team Development**
- Manage and coach Head Instructors to ensure staff and resources are coordinated effectively.
- Responsible for recruiting staff for the office and providing orientation and training to new employees.

**Finances**
- Scheduling expenditures, analyzing variances, monitoring new student enrolment, and initiating corrective actions.
- Pay invoices and monthly bills, ensuring that all receipts are sent to the financial reporting system (Dext).
- Conduct and monitor monthly customer payments (Credit Card, Cheque, electronic transfer)
- Conduct and monitor monthly expenses for the business
- Responsible for the timely and accurate entries into QuickBooks for all business financial transactions
- Enter new clients into QBO, ensuring data entry is complete and subscriptions are updated in our records.
- Conduct reconciliation of QuickBooks with various management reports (e.g. Membership Tracker)
- Ensure monthly bookkeeping reports are reviewed and provided to the founder.

**Sales**
- Primary liaison with current clients.
- Ensure client onboarding and services are delighting our clients.
- Provide general support to recruit potential new clients. For example, calling existing members to expand services, and following up on free trials that didn’t convert.

**Requirements**:

- React well to challenges and anticipate the needs of our clients and team.
- Recover quickly from tough situations and innovate quickly.
- Practice the 80/20 rule to guide your work and make informed decisions.
- Support our members and staff and create a healthy life-work balance.
- Skilled at identifying and improving areas of the In Gym and Online experience to support the company’s future success.
- Communicate the reasoning behind business changes.
- Create a positive workspace and build strong relationships.
- Educate your coworkers about policies and processes.
- Help new teammates settle into their roles and quickly foster important relationships with the team.

**Job Types**: Full-time, Part-time
Part-time hours: 30 per week

**Salary**: $23.00-$27.00 per hour

**Benefits**:

- On-site gym
- On-site parking
- Paid time off
- Store discount

Flexible Language Requirement:

- English not required

Schedule:

- No weekends

Supplemental pay types:

- Commission pay
- Retention bonus

Ability to commute/relocate:

- O



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