Office Manager

7 months ago

Dartmouth, Canada BELFOR CANADA INC. Full time

**Position Overview**
- organized individual who can manage multiple projects at once in the absence of day-to-day guidance. The Office Manager has a Human Resources Generalist component to it, ensuring policies and procedures as being followed, and addressing employee concerns.

**Job Duties**
- Coordinate activities by scheduling work assignments, setting priorities, and delegating work accordingly
- Determine staffing requirements for the administration department and oversee the hiring of staff
- Evaluate employee performance and provide feedback, coaching, and formal evaluations
- Prepare and present proposals relating to departmental budgets, resource allocation, and work processes
- Ensure that employees comply with company policies, procedures, and ethical standards
- Administer disciplinary action in accordance with established procedures
- Analyse departmental operations and identify areas requiring improvement
- Oversee payroll and time and attendance
- Approve department overtime hours as required
- Conduct monthly reporting
- Develop and manage an annual improvement plan(s) for the respective branch
- Ensure employees have clear goals and are aware of expectations
- Handle employee complaints and incidents, including conflict resolution, accidents, health and safety concerns, work refusals, and investigations
- Oversee scheduling for department, to ensure sufficient employee coverage
- Oversee claim assignment
- Plan and conduct meetings with department employees to communicate team targets, goals, and projects
- Plan the department's workload and flow
- Manage company Training System, and ensure completion
- Assist with reception relief as needed
- Will practice good housekeeping at all times to ensure a safe and non-cluttered worksite
- Provide excellent customer service
- Work under time constraints to meet specific timelines
- Ensure attention to detail and keen sense of safeguarding other people’s property and information
- Participates in and demonstrates an understanding of safety principles and practices; follows all safety policies and procedures to support a safe working environment, including safe operation of machines and equipment
- Comply with all **Belfor** policies and procedures, as well as legislative requirements
- Proactively communicate job site conditions and concerns that may or are affecting completion of the job to the appropriate person
- This role could be required to act as a “lead” periodically as designated by their manager
- Attend all **Belfor **sponsored training courses

**Responsibilities**
- **Human Resources**: Maintain employee confidentiality and performance management by coaching leading, mentoring and motivating employees
- **Safety**: Verify all **Belfor** documents are completed accurately; maintaining employee records and compliance; ensuring compliance of all employees and subcontractors with local laws and **Belfor** policy at all **Belfor** locations and job sites
- **Accountability**: Ability to identify measures of performance and actions needed to improve or correct performance, ensuring accuracy and documentation
- **Communication**: Ability to communicate effectively and professionally with our staff and customers, both verbal and written
- **Leadership**: Ability to delegate, set expectations, and monitor progress of all direct reports
- **Time Management**: Proven ability to multi-task in a fast-paced office environment

**Qualifications**
- Post secondary business / administration / management courses / certification preferred
- 3+ years experience in related field
- Construction / Restoration / Insurance / Project Management experience preferred
- Effective leadership skills, with a strong focus on mentoring and motivation of employees
- Experience with coaching and employee development
- Requires a self-directed, professional, tactful, diplomatic demeanor
- Experience with Xactimate and Xactanalysis preferred
- Experience with JD Edwards and DocuSphere preferred
- Manage sensitive information appropriately and maintain confidentiality
- Experience using office equipment (telephone, copiers, scanners, fax, printers, etc.)
- Strong aptitude to work within deadlines, and ability to multitask on a daily basis in a fast paced environment
- Highly organized with a keen eye for details
- Comprehensive understanding of customer service, principles and practices
- Eligible to operate a motor vehicle per **Belfor**’s vehicle policy
- Ability to work within a team or independently as needed
- Strong written and verbal communication skills
- Advanced computer and/or tablet/iPad experience with Microsoft Office programs such as Excel, Word and Google Suite
- Willing to work evenings, on call and weekends when requested
- Periodic travel may be required
- Criminal Record Check

**Physical Demands**
- Frequent lifting from 5-40 lbs, unassisted (from 35-65% of the time)
- Occasional lifting from 41 lbs +, assisted (up to 50% of the time)
- Access

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