Office Administration Manager

2 weeks ago

Oshawa, Canada General Contractors Full time

**JOB SUMMARY**

**Job Title: Office Administration Manager**

**Reports to**:Owner

**Job Type**:Full-Time

**Location: Oshawa-**8:30am - 5:00pm - standard office hours

**COMPANY OVERVIEW**

Durham Region’s largest general contractors are honored and proud to include among our many clients, the likes of General Motors, Ford, Chrysler, Dupont, Durham College, Trent University, LCBO, the City of Oshawa, City of Peterborough, Toronto Transit Commission just to name a few.

They are a very active member of the community, working together with groups such as Big Brothers Big Sisters Southwest Durham & Northumberland, the Children’s Aid Society, Feed the Need of Durham, Lakeridge Health, Parkwood Estates, 100 Men of Oshawa, 100 Men of Port Perry, Durham College, various universities and many others organizations. We helped to establish “Companies Who Care”, a group of Durham Region contractors and others who are dedicated to raising funds for local charities.

***

The **Office/Administration Manager **is responsible for day-to-day operations of the principal office on Farewell Street in Oshawa as well as the management of office and site related practices and activities as outlined below.

**JOB RESPONSIBILITIES**

**Office Administration**
- Oversee and support all administrative duties in the office and ensure that office is operating smoothly
- Coordinate backup receptionist duties as required
- Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports
- Responsible for booking travel accommodations for executives and out of area projects
- Must have knowledge of the building maintenance contracts/work completed
- Responsible for updating social media accounts and company website

**Social Events**
- Responsible for organizing company events i.e. golf tournament, holiday parties, Tribute Centre box, employee appreciation etc.
- Responsible for tracking and organizing charitable donations on behalf of the organization
- Responsible for planning social events for office staff
- Responsible for client events and disbursement of holiday gifts

**Policies**
- Implement, frequently monitor and update corporate policies and the employee guidebook
- Ensure legislative changes and recommended improvements are captured
- Ensure annual revisions are rolled out of the employee code of conduct, computer use and privacy agreements

**Reporting**
- Employee Benefits and Company Pension Plan Reporting
- Adding and deleting employees when necessary
- Annual review meeting with plan administrator to review plans

**Recruitment**
- Schedule and conduct interviews with hiring leaders

**Training & On-Boarding**
- Review and approve current onboarding process and update to ensure a professional and standardized experience for new hires
- Review and implement offboarding/exit process ensuring standardization and professionalism
- Ensure new hires have all required paperwork/packages etc.
- Facilitate training or review of organizational systems, processes and policies

**Performance Reviews, Development and Mentoring**
- Schedule performance reviews with appropriate supervisors and staff annually
- Support/coach leaders on disciplinary discussions, actions and plans when required
- Provide morale updates to leadership teams
- Implement and maintain the company’s mentoring program

**Employee Files and Records**
- Prepare employment contracts, addendums and any other employee file documents when necessary
- Ensure all employee files, documentation and records are accurate and current

**Benefits and Employee Time Tracking**
- Handle all employee group benefit enrolments, terminations and inquiries
- Track and record all Employee Absences ensuring appropriate paperwork is obtained when needed

**EXPERIENCE & TECHNICAL QUALIFICATIONS**
- 5-10 years’ experience working with executives and adhering to confidentiality protocols in an office environment
- Proficient experience (5+yrs) in an Office Manager/Administration Manager role
- Experience in general contracting or construction industry is an asset
- Bachelor’s degree in Business Management, Human Resources, or equivalent professional experience
- Proficiency in MS Office suite
- Previous experience with Jonas would be an asset

**OTHER QUALIFICATIONS**
- Event planning experience
- Time management/organizational skills
- Ability to work independently and in a team environment with tight deadlines
- Ability to grasp tasks quickly and take initiative when necessary
- Ability to multi-task in a fast-paced environment

**WORK ENVIRONMENT**
- We are operating at 100% capacity within our Oshawa office
- Our high-performance setting will provide the opportunity for you to gain valuable experience, long-term development and career growth

**Accommodations**

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

**Salary**: $70,000.00-$90,000.00 per year

**Benefits**:

- Casual dress
- Company events

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