Office Administrator

5 months ago

Greater Sudbury, Canada Design de Plume Full time

Design de Plume Inc. is an Indigenously-owned, women-led creative agency with its headquarters in Sudbury, Ontario. We provide these services to governments, not-for-profits, cultural organizations, healthcare, and higher education institutions. DDP seeks to expand its operations both domestically and internationally with a team of dynamic and innovative professionals.

**The role**:
An Office Administrator is someone who will support the working environment of our office space as well as our collaborative, digital team environment across Canada. They will oversee administrative operations, maintain and improve office services, building maintenance and support both internal and external communication procedures.

An Office Administrator will ensure employees have the proper support to work efficiently by working in the background to ensure the workplace runs smoothly. Their day-to-day job typically revolves around various clerical tasks, including bookkeeping, organizing files, and processing payroll, as well as supervising contractors and other building related duties. In addition to answering the phone and coordinating calendars, Office Administrators are often the first person internal employees and visitors meet, so they must be able to perform many basic customer service tasks. This is a full-time hybrid role based at our head office in Sudbury, Ontario, Canada, requiring a minimum of 2 days per week in-office.

**What you’ll do**:

- File important documents and manage archival paperwork
- Process accounts payable / receivable
- Follow up on overdue accounts
- Support bookkeeping and budgeting services
- Support HR services
- Support outbound marketing efforts through collection of data and proposal template setup
- Oversee office supplies and services, including restocking supplies, relocating employees to new areas/remote work
- Setup up desks and manage equipment for new hires and current staff, arrange software accounts for employees, and create and manage important office forms
- Update of office records and databases that contain personnel, financial, and office data
- Arrange travel for staff
- Ensure availability to help colleagues and employees where necessary including supporting our Party Planning committee and office events
- Oversee building maintenance by managing contractors, snow removal, waste collection programs, and building walkthroughs
- Occasionally moving boxes, bag, and furniture under 50 lbs and under across the office for organizational needs
- Create and proof-read correspondences and files that are error free and follow file-naming requirements
- Enter and monitor logged staff hours (billable and non-billable) accurately in the time-keeping system (completed daily by end and reported on weekly)
- Actively participate in staff meetings for finance and HR
- Stay up-to-date with office software and tools
- Support Design de Plume’s overall culture, values and mission
- Approach difficult conversations with curiosity and professionalism
- Contribute to an environment that is clean, efficient, professional, proactive, and team oriented
- Champion IIDEAS (Indigenity, inclusivity, diversity, equity, accessibility, and sustainability) thinking throughout our company culture
- Performing other duties as assigned

**What you bring to the team**:

- Administrative Support: 2 years (preferred)
- Excellent communication and interpersonal skills, with the ability to build strong relationships with staff at all levels and the ability to work with various types of personalities within an office setting with a pleasant demeanor.
- Ability to manage multiple tasks, people and priorities simultaneously, while still maintaining a high level of attention to detail.
- Strong problem-solving skills, with the ability to identify and address issues before they become major roadblocks.
- Adaptability and flexibility to adjust priorities for whatever task is most important at any given time.
- Independently resourceful and able to work collaboratively as part of a team.
- Ability to handle sensitive information.
- Excellent knowledge of office software including Google Suite, Scoro, Slack, and Microsoft Office.
- General bookkeeping and payroll experience.

**Licensing**:

- G Driving License (preferred)

**Location**:

- Sudbury, ON
- Design de Plume promotes and supports a flexible model where all staff can work from home, in the office or a combination of both to suit their best working environment.
- This position will require a minimum 2 days onsite at our head office in Sudbury

**Benefits at DDP**:

- $45,000 per year (Salary)
- 2 weeks of holiday (plus an additional week of paid holiday over our Christmas shut-down)
- 4 Paid personal days / year
- Medical, Dental, and Eye coverage after 6 months of full-time employment
- Disability and Insurance benefits after 6 months of full-time employment
- RRSP benefits after 6 months of full-time employment
- Professional development allowance (Conf

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