Office and HR Manager

1 month ago

Waterloo, Canada Domus Inc. Full time

**Who are we?**

The Domus Group of Companies is an industry leader providing innovative real estate investment and management solutions. For over 17 years, the Domus team has specialized in multi-residential property management, student housing, development, condo management and asset stabilization.

We are a love-to-have-fun team that craves growth. We focus on giving a superior customer experience to our renters and investors alike.

We are searching for a detail-oriented, organized professional that loves to build and foster great relationships with staff and clients alike. With a proactive approach, this person oversees office and HR operations including day-to-day operations, client communication, recruiting, hiring, compliance, employee benefits, and developing and monitoring internal policies for the company. They are also the champion of protecting and improving the company culture we prioritize at Domus.

This position reports directly to the ownership team.

**What do we offer?**
- Competitive salary
- Paid vacation plus 5 paid sick/family responsibility days annually
- A predictable Monday to Friday schedule with no weekends or evenings outside of peak busy times
- Health & wellness benefits program including dental &vision
- Mental Health Employee Assistance Program
- Tuition payback program for qualifying programs
- Employee events
- A dynamic, supportive and cooperative work environment-we have high goals and we want to have fun achieving them

**What’s a typical day?**
- Administering employee files and updates and reviewing job postings and resumes for new positions
- Scheduling and interviews and following up on reference checks
- Answering employee questions
- Researching rental and real estate markets to provide departments with information needed to make decisions
- Administering client files and updates, following up on signed documents, and answering client questions about contracts as needed
- Overseeing of the “front of house” operations ensuring a welcoming-vibe and that all customers, drop-ins, or visitors are well taken care of

**What will you be doing?**

Office Operations:

- Coordinate contract signings and administration for property management clients
- Prepare and keep files of client management contracts
- Be a liaison for clients including helping to onboard new clients
- Creating presentations and other management-level reports
- Conduct market research with analysis as needed
- Provide senior management team with any administration support upon request
- Define procedures for retention, protection, retrieval, transfer, and disposal of records
- Responsible for ensuring the “front of house” operations are running smoothly and that we present a welcoming-vibe where all customers, drop-ins, or visitors are well taken care of
- Oversee presentation and overall organization of the front office and storage spaces
- Oversee office inventory management including approving and monitoring the annual budgets
- Oversee vehicle maintenance schedules
- Over see IT systems administration including but not limited to company security systems, phone system(s), after-hours call service, and other software programs
- Other general office administrative tasks as required

Human Resources:

- Company Culture_
- Be our company culture champion by surveying employees, gathering feedback and researching best practices
- Organize and plan company employee events and initiatives including lunches, after-hour events, and charity initiatives
- Take a proactive approach and provide management with suggestions based on research for culture-positive initiatives
- Recruitment, Hiring, and Terminations_
- Write/review suggested interview questions and procedures
- Complete reference checks
- Prepare offer packages and onboard new employees
- Review internal hiring policies and procedures to support diversity and inclusion throughout the recruiting and hiring policies
- Advise on employee retention initiatives
- Consult with, advise, and navigate terminations with department heads
- Administration_
- Maintain an HR calendar of all staff including hiring dates, probationary and annual review dates, and benefit updates
- Maintain employee records
- Plan and administer our group insurance and benefits plan(s) and our Mental Health Employee Assistance Program including communication to and with employees, implementing changes, reviewing usage reports, and providing management with data to support decision-making as needed
- Traveling to sites to visit with employees as needed
- Ensure company compliance with health & safety regulations, AODA, Employment Standards (Ontario and British Columbia)
- Process and Policies_
- Write and implement internal policies including updating existing policies as needed
- Maintain follow-through and administer existing policies and processes including but not limited to vacation time, sick days, protected leaves, benefits, etc.
- Provide performance management pr

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