Office Manager

5 months ago

Ottawa, Canada Hillel Lodge Long Term Care Home Full time

**SCOPE**:
As a seasoned and polished office professional, you will provide executive administration, office, and event management support to our Long-Term Care home, including coordination, scheduling, and oversight of the Reception team.

**Reception Supervision and Scheduling**:

- Schedule Reception staff to ensure appropriate coverage of the front desk.
- Support the recruitment, coaching, motivation, and performance management of Reception staff.
- Oversee the work of the Program Administrative Clerk and evening and weekend Receptionist/Clerks.
- Answer the phone and respond to inquiries at the main door as needed.
- Organize and distribute assignments for clerical requests.
- Oversee and support the Reception team in handling sick call replacements for the nursing department.

**Office Administration**:

- Manage filing systems and supplies.
- Maintain and track all office furniture, fixtures, and equipment, including peripherals (laptops, printers, etc.) and keep inventory of orders.
- Oversee general office operations and provide timely reports to management.
- Oversee staff interactions and respond to their queries on office management issues.
- Design innovative work systems to support efficient and effective front-office operations.
- Reorder stock and special office supplies to maintain a current inventory of office supplies on hand.
- Ensure corporate policies and procedures are reviewed, updated, filed, and posted on an annual cycle.
- Coordinate and support ad hoc and special projects as assigned by Management.

**Communications Support**
- In collaboration with Marketing Lead, support the maintenance of external company websites, ensuring all content is current.
- Maintain an up-to-date list of all key stakeholders for communications.

**Governance**

Provide administrative/secretarial support and coordination to the CEO, Board of Directors, Leadership Team and other committees as assigned.
- Develop and distribute agendas and other materials
- Minute-taking and distribution
- Report creation and dissemination
- Follow-up correspondence
- Plan and execute all aspects of Members’ Meetings and the Annual General Meeting
- Community awards process

**Event Management**
- Plan and support all in-house and/or off-site activities of the organization.
- Organize and run the staff Holiday Party and other staff Social Events
- Oversee the reservation and set up of meeting rooms and related supplies, such as catering.

**Other**:

- Compile and maintain a schedule of Office Administration tasks and events (Annual, Quarterly, Monthly, Weekly, etc.), to be used for planning work with Director and reporting on progress.
- Manage Corporate Calendar (Calendar of annual events listed by month); remind stakeholders (Department Heads) of upcoming key dates and deliverables.
- Assist in the organization and performance of ad hoc projects such as bed/room audits, inventory counts, facility renovations, office moves, locker/ID Badge and security fob administration.
- Perform any other duties as required that are necessary for the welfare of the residents and the efficient operation of the Home.

**QUALIFICATIONS**:

- Post-secondary degree or diploma in relevant field; or equivalent combination of education and relevant work experience.
- Minimum of three years experience in roles with relevant responsibilities (office management, reception, event management, communications, executive assistant, CEO/Board support)
- Advanced Microsoft Office skills (Word, Excel, Outlook, etc.).
- Excellent English written and spoken communication skills including business writing.
- Experience in Supervising Reception and/or office administration staff (mandatory).
- Flexible and adaptable to operate in a fast-paced, changing work environment.
- Excellent analytical skills and attention to detail.
- Proactive problem-solving skills; escalate potential issues (with proposed solutions) early and through appropriate channels.
- Keeps a calm demeanor and handles stressful situations with tact and diplomacy.
- Supreme skills in multiple priority management and successful delivery in the face of tight deadlines.
- Self-starter, self-directed, and collaborates well with others.
- Quickly learns and demonstrates proficiency with new systems and processes.
- Trustworthy and maintains discretion with sensitive information.
- Experience working in environments with elderly vulnerable persons is helpful.

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

**Salary**: $55,000.00-$65,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
- Work from home

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- receptionist: 2 years (required)
- Supervisory: 2 years (required)

**Language**:

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