Office Manager

3 weeks ago

Etobicoke, Canada ChargeLab Full time

Office Manager (Part-Time)

**=====================================================**

**About ChargeLab**:
Over the next decade, there will be a massive shift to electric vehicles, with the majority of North American vehicle sales expected to be EVs by 2030. ChargeLab is a fast-growing software company building the EV charging infrastructure of the future with solutions that power networks of charging stations across the world.

If you are looking to solve one of today’s most complex challenges, see the results of your work supporting thousands of EV charging stations and make a positive impact on the world, join us

**About the role**:
The successful office manager is an energetic professional who likes wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks, they are able to work independently with little to no supervision. They are well organized, flexible, and enjoy the administrative challenges of supporting an office with fast-paced deliverables.

This part time role will organize and coordinate office administration and procedures in order to ensure organizational effectiveness, efficiency, and safety.

The Office Manager is responsible to ensure that ChargeLab has an excellent “in-the-office” experience for employees, recruits and all other guests.

**What ChargeLab will offer you**:

- Managers that are committed to promoting your career growth
- Solid health benefits plan, covered 100% by ChargeLab for you, your dependents and your domestic partner
- Getting involved with the new booming EV industry, do something that has a real-life impact
- A super fun, driven team, full of smart professionals to collaborate with and learn from

**Office Manager responsibilities**:

- Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems e.g. office security system, employee RFID etc.
- Ensure a professional experience at the office, including adequately managing replenishment of supplies, snacks, and refreshments
- Be the point of contact for maintenance, mailing, shipping, supplies, equipment, bills, and errands
- Partner with People Operations to design, review and maintain office policies as necessary
- Coordinate with IT and People Operations on all office equipment and manage the full process of ordering, tracking, and shipping equipment to designated team members
- Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
- Manage contract and price negotiations with office vendors and service providers
- Provide general support to visitors (in-person and remote)
- Perform, review, analyze special projects and ensure continuous, timely reporting to the executive team
- Participate actively in the planning and execution of company events
- Develop an office budget and monitor cost accordingly
- Establish and monitor procedures for record-keeping

**Short Term Project**

ChargeLab recently moved into a new office and there are a number of activities related to preparing the office and test lab for active daily use. The Office Manager will be responsible to:

- Manage and oversee the renovation project plan and execute schedule
- Coordinate contractors and suppliers’ presence and oversee construction activities
- Proactively and continuously report timelines to the executive team and key stakeholders
- Strong organizational, coordination and planning skills
- Outstanding interpersonal and emotional intelligence
- Excellent written and verbal communication
- Excellent time management skills; ability to multitask and prioritize work
- Strong problem-solving skills and analytical abilities
- Must be a self-starter, driven and particularly detail oriented

**Qualifications**:

- Previous office management, administrative, or assistant experience
- Proficiency in Slack, Microsoft Office and Google Suite
- Knowledge of accounting, data, and administrative management practices and procedures
- Basic knowledge of human resources management practices and procedures
- Knowledge of office management responsibilities, systems, and procedures
- Knowledge of business and management principles
- Knowledge of clerical practices and procedures
- Successful completion of background check (coordinated by us)
- Able to physically report to the office in Etobicoke 24h a week

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