Office Manager

2 weeks ago

Vancouver, Canada Grosvenor Group Full time

Purpose of role
- This position is responsible for managing general office services by ensuring office operations and procedures are efficiently organised. Additionally, this role provides administrative support to a small number of senior roles in the office (e.g. supporting travel arrangements and processing of expenses). The roles is key in creating a positive culture within the office; an inclusive environment that promotes a sense of community and connections between employees.

Key responsibilities
- To perform this role successfully, an individual must be able to perform each key responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability needed. This includes the following; other duties may be assigned as needed within skill sets or if additional responsibilities are added.
- Office- Manages seating plan with Office Director oversight co-ordinating desk moves as needed-
- Manages any required office moves-
- Organize office layout and order stationary and equipment-
- Negotiates hotel corporate rates, equipment leases etc-
- Maintain office, storage locker and kitchen conditions and arrange necessary organization, cleaning and repairs-
- Primary point of contact for building maintenance-
- Address employee queries regarding office management issues and provide feedback and guidance-
- Management of access cards, cell phones, parking spaces.Administration Support- Arranges travel and processes expenses for a small number of senior roles in the Vancouver office-
- Reports business travel (planes, trains, autos, taxis) for all staff in Vancouver Office as needed for carbon emissions tracking-
- Establishes and documents operational procedures i.e. catering, archiving, storage, requisition of supplies and equipment, meeting room management etc; communicates these procedures to staffHealth & Safety- Attends monthly Joint Health & Safety Committee meetings & carries out office inspections as part of the JHSC as well as other office H&S activities as required (H&S / BCP / Fire Warden/ first-aid)-
- Oversees and/or conducts ergonomic assessments to schedule-
- Organizes wellness initiatives e.g. annual flu vaccinationsReception- Welcomes visitors for important meetings and events-
- Accepts courier deliveries-
- Primary point of contact for out-of-town visitors including providing corporate hotel details, ensuring office space-
- Answers and directs incoming telephone calls-
- Arranges postage meter refills, manages processes for outgoing mailEvents- Organizes office events and actively participates in quarterly staff meetings with guidance from the Office Director and within the approved budget (including socials, seasonal parties and celebrations).-
- In co-ordination with colleagues, arranges Board and Executive Committee events held in Vancouver to a very high standard-
- Co-ordinates catering optionsIT responsibilities- Working with the support from the Systems team, responsible for contracting with mobile phone companies and certain IT suppliers (e.g.photocopiers)-
- Provides support for the tech in meeting rooms and manages VC equipment for smooth serviceBudget- Prepares office administration budget for approval by Office Director-
- Processes invoices for approval in a timely manner-
- Social Benefit responsibilities-
- Supports the allocation and funding arrangements for the Vancouver office charity and donations budget under the direction of the Office Director-
- Manages relationships with the recipients of donations- Employee Onboarding- Oversees orientation for new employees to include health & safety briefing, office tour-
- Arranges desk and equipment set-up for new employeesPreferred skills
- Track record- Minimum 3 years’ experience in Office Management, Administration or PA-
- Experience in dealing with confidential data and managing this in line with data protection and IT security principles, ensuring that no data is accessible to anyone other than the intended recipient-
- Strong communication skills-
- High degree of professionalism-
- Excellent oral and written skills-
- Proactive problem-solving ability to successfully troubleshoot problems/tasksTechnical skills/knowledge- Proficient knowledge of Windows, Word, Excel, PowerPoint, Outlook, Adobe Acrobat, Adobe Photoshop and a network environment-
- Knowledge of Nexus Payables and Concur would be an advantage-
- Vendor management experience-
- Event planning experience- This role’s base salary falls in a pay band of $70,000 - $110,000 annually dependent on business line, location, experience and qualifications._
- At Grosvenor, we seek to recruit and develop people who share our values - Integrity, Respect and Trust - and have the skills and ambition to help us implement our strategy. We stick to our promises, build lasting relationships with partners and work closely and responsibly with local communities.

Working conditions and physical requirements
- The physical dema

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