Project Administrative Manager

6 months ago

Ottawa, Canada Circle K Full time

**JOIN OUR TEAM**

You may have already stopped for coffee, refueling your car, or eating something on the go. Then you know what Couche-Tard is. Our mission at Couche-Tard is to make our customers' lives a little easier every day. We have grown into a successful global company with over 16,000 stores in 26 countries, serving over 6 million customers every day. In total, more than 120,000 people work in our stores and help desks.

**OFFICE ADMINSTRATOR**

**Department**: Circle K Tech Ottawa

**Location**: Ottawa (on-site), 3 days a week

**Employment**: Permanent, 10-15 hours per week

**WHAT YOU’LL DO**:
Here are just a few ways that you’ll help make journeys better:
**Finance**
- Track hours from Redmine/Jira monthly and ensure developers are entering correctly.
- Enter hours for Director into Redmine/Jira
- Prepare annual split of hours between projects for tax credit filing.
- Obtain purchase orders when required.
- Use credit card for items not available to obtain by purchase order.
- Use Nexonia to submit expenses.
- Use Laserfiche to submit purchase orders for approval.

**Shipping and Receiving**
- Responsible for receiving shipments from partners and logging/tracking partner assets.
- Responsible for shipping test units to Couche-Tard labs/gas stations; recording serial number and location of units shipped; providing tracking numbers.
- Organize and maintain shipping area (scale, boxes)

**HR Responsibilities**
- Maintain up-to-date contact information for Ottawa staff.
- Liaise with Head Office HR group.
- Involved in interview process for new hires.
- Assist Head Office in onboarding new hires (questions, equipment)
- Point of contact for Ottawa staff for HR issues (stat holidays, employment letters, benefits)
- Liaise with landlord for new hires (picture, access card, parking pass)
- Organize staff events.

**Reception/General Administration**
- Receive and sort incoming mail and deliveries, and ensure they are delivered and implemented appropriately.
- Ensure internet running well and responsible for resolving issues with provider.
- Purchase supplies for the daily running of the office such as paper, toner
- Install/maintain office equipment and supplies (install paper, toner)
- Purchase kitchen supplies
- Maintain clean kitchen area (fridge, microwave)
- Communicate with landlord regarding any maintenance issues.
- First aid point of contact
- Arrange travel for staff including flights, car rental and accommodations.
- Maintain current index and file of office supplies.
- Purchase lunches and snacks for internal meetings and social events
- Maintain databases.

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