Office Manager
2 weeks ago
English; additional languages an advantage
**Company Description**:
The Office Manager is responsible for providing general office support with a variety of clerical activities and related tasks. Work as a liaison between Red Bull Canada Distribution (RBCD’s) Finance Shared Services (Finance Operations Team) and local Management Team.
**MANAGING EXPECTATIONS**
Support the regional administrative needs of the General Sales Manager (GSM) and the branch operations (may include multiple locations)
Human Resources, Finance and Sales support functions
**EXECUTION**
Support the regional administrative needs of the General Sales Manager (GSM) and the branch location where this position resides;
Provide support to the RBCD Finance Shared Services Center, Human Resources Business Partner (HRBP) with daily route paperwork, and customer account inquiries;
Perform the Encompass Route Accounting System (“Encompass”) Daily Balancing Function for all routes in assigned facility and ensure all necessary documentation is collected;
Reporting as required for GSM, HRBP, and Regional Director, Sales & Distribution (RDSD);
Answering phones, ensuring visitors are welcomed and introduced to respective team members; maintain a clean, organized front area at reception, and creating a pleasurable atmosphere for reception area not only for our visitors, but for our employees as well.
Train Account Sales Managers (ASM) and Sales Trainees (ST) on the Expense Reporting process;
Audit ASM and ST expense reports;
Complete ASM and ST Mileage reports on a weekly basis;
Assist RBCD HR Department with local recruiting, new hire onboarding, Human Resources filing;
Review, Code, and approve all iVerify invoices for operating and office expenses for applicable region;
Manage all office administrative activities, including daily mail and FedEx / UPS Package deliveries and
shipments, ordering of office supplies, maintenance of office equipment, and other day-to-day office operations;
Update Organizational chart on a weekly basis;
Manage Employee Beverage Purchase program;
Inventory all uniform supplies on a monthly basis;
Assist HR Department in regional training and development reporting;
Daily KPI and Commission reporting;
Daily Route Planning;
Update Executions Results for applicable region on a daily basis;
Other duties as may be assigned.
Maintains office efficiency by planning and implementing office systems and layouts.
Maintains an operational, organized and well-stocked kitchen/hydration stations with Red Bull, water system, coffee machines and weekly grocery purchases.
Maintains an organized and operational supply room, including stationary inventory, shipping and packing supplies and toner for printers.
**OFFICE MANAGEMENT**
Address employee queries regarding office management issues (e.g. stationary items, hardware, etc.) that will ensure satisfactory results, while maintaining efficiency and professional relations with all staff. Prioritizes requests and assigns the work accordingly.
Ensures the smooth and efficient operation of in-house shredding, printers, all courier packages and mail outs.
Coordinates and executes all employee business card orders as well as approved branded stationary items.
Coordinates all boardroom and equipment setups (videoconference, overhead projectors, etc.) and bookings. In some cases, responsible for writing and distributing the meeting minutes.
Supports various areas of the company with different administrative tasks such as filling, organizing and creating templates and documents as well as assisting on specific projects.
Schedule meetings and appointments with team, stakeholders and vendors.
Manages office budget, submits all office related expenses and invoices to finance with the proper coding, in an accurate and timely manner.
Proactively identifies solutions to improve current processes and brings forward new ideas related to logistics, administration or operations of the office.
**PROJECT MANAGEMENT**
Collaborates and interacts with others in a mutually supportive and cooperative manner that reinforces the concept that staff at all levels are expected to seek ways in which they can support and assist others to achieve expected results, as well as to be effective in their own accountability areas.
Implements office policies, by establishing standards and procedures; measuring results against standards; making necessary adjustments with the guidance from the GSM and approval from HR.
Lead administrator on Fitness and Wellness program in the region (Fit for Flight).
Supports HR initiatives and employee programs (i.e. employee engagement, on boarding, etc.)
**PHYSICAL DEMANDS**
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duti
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