Office Manager

7 months ago


Caledon, Canada Syntec Process Equipment Ltd. Full time

**About us**

Syntec Process Equipment Ltd. is a business in Caledon, ON L7E 4G4. We are professional, and agile, and our goal is to continue to grow and service our customers while working together to develop our staff and promote a fun, hardworking and inclusive work environment.

In our business we are always changing. We are growing and adapting to new people, new customer needs, technologies, product lines and advances in business. We expect that these changes bring new challenges by talking about them, brainstorming and working together.

Working at Syntec Process Equipment means you have an opportunity to be an active part in growing the team and the business. Each person is here working toward the same goal. We encourage all our Team Members to be part of the conversation. We are a small team and everyone's door is always open.

**Job Duties**
- Coordinate departmental programs, such as meetings, seminars, workshops, special projects, and events.
- Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
- Answer and manage inbound telephone inquiries.
- Arrange and attend executive team meetings; take, distribute, and archive meeting minutes and/or diaries.
- Arrange travel accommodations for key personnel required business trips in an economical and timely fashion, including hotel bookings, car rentals, and so on.
- Ensure adequate supplies of office stationery, general office supplies, office furniture, and other equipment.
- Assist in the management of building security, such as the assignment of keys and alarm codes for approved personnel.
- Negotiate contracts and service level agreements for third party suppliers and/or service providers.
- Manage janitorial, cleaning, repair, and maintenance service provider contracts and service level agreements.
- Coordinate and implement company-wide social events.
- Provide support to the sales and/or marketing teams by arranging logistics for trade shows and other events.
- Ensure the office facilities are in compliance with safety regulations, such as local fire codes, handicap access, other laws.
- Communicate the organizations safety policies in accordance with applicable federal safety standards and local laws.
- Collaborate with inventory planning personnel to minimize shortages and improve inventory holdings.
- Monitor inbound/outbound shipping and receiving for non-warehouse products/items.
- Track project tenders being quoted, attend weekly project meetings and update estimating log as required.
- Create and maintain electronic Estimate Project Folders and electronic Job Project Folders
- Create hard copy Estimate Folders, as required.
- Label and file sales order, purchase order files.
- Create, maintain, and distribute User Lists for key products, as directed by sales staff.
- Assist with expediting the receipt of products by managing the Sales Order/Purchase Order tracking log, prioritizing items, following up with manufacturers and delegating follow up, as required.
- Prepare and Update Product Training packages.
- Manage and oversee company marketing efforts.

**Requirements**:

- GED or university degree in business, or an acceptable combination of education and experience.
- Minimum 5 years of direct work experience in an office management or facility management capacity.
- Strong knowledge of accounting procedures involving procurement, travel, and budget management.
- Direct working knowledge of operations, warehouse, and transportation management.
- Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
- Experience in managing third-party service providers.
- Strong knowledge of MAS/SAGE software systems is considered an asset.
- Working knowledge of Microsoft Office products, including Excel, Word, and PowerPoint.
- Able to maintain filing systems, databases, and basic diary/minutes management.
- Knowledge of local and federal regulations and ordinances.
- Excellent analytical and problem-solving skills.
- Meticulous records maintenance skills.
- Superior telephone manners and strong interpersonal skills.
- Good financial and business awareness.
- Strong written and verbal skills to communicate with all levels of the organization and its executive team.
- Strong customer service orientation.
- First Aid skills and/or certificates are considered assets.

**Working Conditions**
- Ability to attend and conduct presentations.
- Able to lift at least 25 lbs.
- Manual dexterity required to use desktop computer and peripherals.

**Salary**: $45,000.00-$60,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday
- No weekends

Supplemental pay types:

- Bonus pay

**Education**:

- Secondary School (preferred)

**Language**:

- English


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