Office Manager

6 months ago

Ottawa, Canada SHOEBOX Audiometry Full time

Job Location: Ottawa

As an Office Manager, you will play a crucial role in supporting our operations by overseeing various administrative functions, managing finance and human resources tasks, and ensuring compliance with health and safety regulations. We are seeking a detail-oriented and proactive individual to join our growing team, establish relationships at all levels of the organization, and contribute to our mission.

**Your primary responsibilities**:
**Office Administration & Facilities Management**:

- Be the general “go-to” office resource for the organization.
- Oversee general office operations, parking inquiries, and office space maintenance, including managing office supplies, equipment, and desk setup.
- Administer and manage inbound/outbound mail and courier services.
- Manage visitor sign-in form and guest security procedures.
- Coordinate travel arrangements, meetings, and events (both internally and externally).
- Maintain accurate and up-to-date records and databases.
- Assist in preparing presentations, reports, and other documents as needed.
- Maintain company calendars (office closures and social events).
- Act as the primary point of contact for the building management, external vendors, suppliers, and service providers.
- Assist in the research, planning and communication as a member of the social committee.

**Human Resources**:

- Assist with the recruitment process, including maintaining up-to-date job descriptions and job postings, resume screening, and scheduling interviews.
- Prepare employment agreements and coordinate new hire paperwork.
- Manage the onboarding and orientation process, including scheduling tasks and relevant training in the onboarding calendar.
- Maintain up-to-date employee records, while ensuring strict confidentiality and compliance with privacy regulations.
- Assist with the offboarding process and update employee records accordingly.
- Coordinate employee performance evaluations with managers and ensure timely submissions.
- Maintain current organization charts.

**Finance & Accounting**:

- Manage budgeting related to office and facilities, expense tracking, and assist with AP invoice processing.
- Collaborate with the finance department to ensure accurate and timely financial reporting.
- Monitor and reconcile financial transactions, ensuring compliance with company policies and procedures.
- Assist with employee expense reimbursements.
- Manage petty cash and company credit cards.

**Joint Health & Safety Committee**:

- Serve as a member of the Joint Health & Safety Committee, contributing to the development and implementation of health and safety policies and procedures.
- Take minutes during JHSC meetings and circulate within the assigned timeline.
- Conduct regular safety inspections and risk assessments to identify potential hazards and recommend corrective measures.
- Assist in organizing health and safety training sessions and ensure employees are aware of relevant safety protocols.
- Assist with investigating incidents and accidents, document findings, and implement preventive measures.
- Stay up to date with health and safety legislation and regulations, ensuring compliance within the workplace.

**Qualifications**:

- Bachelor’s degree in business administration, human resources, finance, or a related field (or equivalent experience).
- Proven experience in an office/facility management capacity, Finance, or Human Resources roles
- Strong understanding of financial principles and budget management.
- Familiarity with human resources practices, including recruitment, onboarding, and performance management.
- Knowledge of health and safety regulations and best practices.
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Strong attention to detail and accuracy.
- Exceptional communication and interpersonal skills.
- Proficient in Microsoft Office Suite, Google Suite, and other relevant software.
- Ability to maintain strict confidentiality and handle sensitive information.
- Bilingualism (French oral and written) is considered an asset.

**Who are we?** We’re SHOEBOX Ltd. We are a medical device company that designs and develops audiometry products creating a seismic shift in the way hearing healthcare is provided. Utilizing iOS and web technology to replace bulky, expensive equipment, we’re bringing hearing testing into the 21st century and making it more affordable and accessible than ever before.

**Why that’s important**: 5% of the world’s population suffers from disabling hearing loss, 60% of childhood hearing loss is due to preventable causes, and the majority of people with disabling hearing loss live in low-middle income countries. We can help. With our products, hearing testing can be conducted outside of a sound booth and without the need for clunky equipment (you just need a calibrated headset and an iPad or Laptop), which allows for testing almost anywhe

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