Office Manager

2 weeks ago

Ottawa, Canada McLean-Peister Ltd. Full time

Are you a dynamic individual with a passion for organization and a flair for multitasking? Are you looking for a position where you can truly make a difference to the company, staff and clients? We have the perfect opportunity to jump in, get started and make this position your own in a small thriving office

Our client is a well-established, large group of private practice of PhD-level clinical psychologists in the Ottawa area. They are dedicated and committed to their team and clients as well as serving their community.

Have we caught your attention? Here are some more details:
**Responsibilities**:

- Work directly with the client referral management system while following and maintaining privacy, security and confidentiality and general practice management
- Proactively answer requests from phone or desk visits
- Engage in onboarding and offboarding (updating directory, adjusting accounts, keys, security, etc.)
- Assist Directors with miscellaneous tasks, including but not limited to organizing internal and external events, meetings, seminars, workshops, special projects/purchases, coffee, tasks related to the practice and general requests by group members
- Ensure annual backups are performed
- Under direction, partake in mínimal bookkeeping (preparing cheques, paying bills, ordering supplies, uploading/filing receipts/invoices and ad hoc reporting as required)
- Communicate safety policies in accordance with applicable government safety standards and local laws
- Participate in scanning, photocopying, faxing, liaison with snow shovelers and cleaner (monitor their attendance and quality of work) etc.
- Ensure adequate supply and organization of office stationary, supplies, keys, furniture and other equipment
- Daily open/closing off office and participate in housekeeping duties i.e. wiping surfaces, tidy kitchen, waiting room, bathroom (along with supply check), watering plants, sweep/sand/salt walkways, adjusting temperature, garbage checks, ensuring recycling/garbage is put out weekly
- Oversee and regularly update SharePoint manuals, procedural manuals, passwords, and other documentation
- Organize and document staff meetings, weekly staff check-ins, establish work priorities, delegate work, ensure deadlines and procedures are met and followed
- Engage in annual performance review activities
- Provide coverage for Administrative Assistants’ during absences (vacation, leaves, sick days etc.)
- Other duties as assigned

**Core Competencies**:

- Superior communication and ability to work well within a team
- Energy and stress management
- Time management, planning and organizing
- Adaptability/flexibility/accountability/dependability
- Creative/innovative thinking and decision making
- Problem solving, results focus and decision making
- Ethics and integrity
- Leadership, coaching, mentoring, mediating and negotiating
- Enforce laws, rules and regulations
- Developmental and continual learning

**Qualifications**:

- Degree/Diploma in Business, Office Administration, Bookkeeping or an acceptable combination of education and experience providing good financial and business awareness
- 5+ years of direct work experience in an office management or facility management capacity including managing staff
- Experience in managing third-party service providers (asset)
- Past experience managing administration duties
- Exceptional analytical, problem-solving, oral and written communication skills
- Superior telephone mannerisms, customer service and interpersonal skills
- Health and Safety experience/certification (asset)
- Our client is an equal opportunity employer. If you require accommodations during the interview process, please let us know. We thank all applicants for applying, only those being considered in the recruitment process will be contacted, no phone calls please._

**Salary**: $53,000.00-$58,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off

Schedule:

- Monday to Friday

**Education**:

- DCS / DEC (preferred)

**Experience**:

- Office Management: 5 years (preferred)
- managing people: 3 years (preferred)

Work Location: In person

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