Office Manager

5 months ago

Haileybury, Canada Kilmarnock Enterprise Full time

The Office Manager is responsible for planning and overseeing all administrative support and office services for the company. This includes coordinating and communicating office activities, reception duties, shipping and receiving, contract management, supplies and stationery and general troubleshooting. The Office Manager will provide leadership and mentoring to other office staff to ensure growth and success. This position is responsible for providing financial, administrative and clerical services in order to ensure effective, efficient and accurate financial and administrative operations.
- Oversee and support all administrative and office functions to ensure work completion and efficiencies.
- Project administration to include timely entering of information into job costing software or spreadsheets to keep project owners informed of job costs and project status.
- Assist project owners with documentation and administrative tasks as needed to support.
- Perform invoicing function which includes preparing and processing invoicing packages, submitting to project owner for review and submit to client. Follow up with project owner and/or customer on any overdue unpaid invoices.
- Responsible for developing and implementing office procedures and policies to standardize and streamline office functions.
- Identify and recommend opportunities for improvement in process, equipment and systems used.
- Stay updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications.
- Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning expenditures, analyzing variances and carrying out necessary corrections that may arise.
- Ensure security, integrity and confidentiality of data.
- In the absence of the office administrator perform reception and other administrative duties to minimize backlog and maintain deadlines.
- Oversee all phases of accounts payable.
- Collect, prepare and deposit gross receipts
- Oversee and/or type and review outbound quotations to clients
- Oversee and/or arrange travel accommodations for employees in an economical and timely fashion, including hotel bookings, car rentals, and so on.
- Manage janitorial, cleaning, repair, and maintenance service provider contracts and service level agreements for office and equipment.
- All other duties as assigned.

**Requirements**:

- GED or university degree in office administration/accounting, or an acceptable combination of education and experience.
- 5 years of direct work experience in an office management and/or accounting position.
- Strong knowledge of accounting procedures involving procurement, travel, and budget 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 Simply Accounting, as well as Microsoft Office products, including Excel and Word.
- Able to maintain filing systems, databases, and basic diary/minutes management.
- 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.
- Overtime as required.

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

Work Location: In person

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