Office Manager

1 week ago

Oakville, Canada Prestige Recruiting Solutions Full time

Prestige Recruiting Solutions has partnered with our client to recruit for an **Office Manager **based in Oakville. Our client, a well-established, award-winning Canadian company, is looking to hire an experienced Office Manager.

The Office Manager will oversee reception and administration functions at their Oakville location as well as support the executive, office and HR teams with various functions and special projects.

**Responsibilities**:
**Executive Office**
- Manage schedules and proofread various correspondence for senior management,
- Schedule meetings and arrange local and international travel including hotel booking, flights and the preparation of meeting materials,
- Take minutes for both in-person meetings and online platforms,
- Organize events on behalf of the Executive office,

**General Office & Personnel**
- Manage meetings in the boardroom - set up, clean up and organization,
- Manage front desk, including greeting and supporting visitors,
- First point of contact for all internal and external stakeholders - maintenance, mailing, shipping, supplies, and errands,
- Manage contract and price negotiations with office vendors and service providers,
- Clerical, administrative, and secretarial responsibilities,
- Organize office operations, including HR / Recruitment and procedures in line with Health and Safety and Legislative requirements,
- Assist with onboarding and exit formalities for employees,
- Address employees' queries regarding office management issues (e.g., stationery, hardware, and travel arrangements),
- Liaise with facility management vendors, including cleaning, catering and security services,
- Maintain the office condition and arrange necessary repairs,
- Coordinate with IT department on all office equipment,
- Manage incoming and outgoing mail/correspondence,
- Coordinate with Accounting to ensure that all office-related items are invoiced and paid on time,
- Ensure kitchen supplies and weekly snacks are timely stocked, invoiced and paid,
- Create, document, and distribute administrative policies,
- Maintain and manage the Health & Safety practices, committee and maintain the H&S manual,
- Plan in-house or off-site activities, like parties, picnics, town-halls, celebrations, and conferences.

**Applicant Requirements**:

- Minimum high school diploma or equivalent,
- 5+ years of similar related experience,
- Advanced knowledge of MS Office Suite.
- Excellent interpersonal, communication, organizational and time management skills,
- Ability to multi-task,
- Strong attention to detail,
- Flexibility and availability to C-Suite based on requirements,
- Ability to perform under pressure and with tight deadlines,
- Ability to work effectively in a highly dynamic and complex environment,
- G license and willingness to drive for errands.

**Job Types**: Full-time, Permanent

**Salary**: $70,000.00-$85,000.00 per year

**Benefits**:

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Oakville, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Do you have advanced knowledge of MS Office Suite (Outlook, Excel & PowerPoint)?

**Education**:

- DCS / DEC (preferred)

**Experience**:

- office management: 5 years (required)
- Human resources: 3 years (preferred)

Work Location: In person

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