Office Manager

3 days ago

Hamilton, Canada BELFOR CANADA INC. Full time

**Position Overview**

Reporting to the General Manager, the Office Manager will provide general administrative support and assists with managing the local office. The position works to keep the office in compliance with all
- organized individual who can manage multiple projects at once in the absence of day-to-day guidance. The Office Manager has a Human Resources Generalist component to it, ensuring policies and procedures as being followed, and addressing employee concerns.

**Job Duties**
- Coordinate activities by scheduling work assignments, setting priorities, and delegating work accordingly
- Determine staffing requirements for the administration department and oversee the hiring of staff
- Evaluate employee performance and provide feedback, coaching, and formal evaluations
- Prepare and present proposals relating to departmental budgets, resource allocation, and work processes
- Ensure that employees comply with company policies, procedures, and ethical standards
- Administer disciplinary action in accordance with established procedures
- Analyse departmental operations and identify areas requiring improvement
- Oversee payroll and time and attendance
- Approve department overtime hours as required
- Conduct monthly reporting
- Develop and manage an annual improvement plan(s) for the respective branch
- Ensure employees have clear goals and are aware of expectations
- Handle employee complaints and incidents, including conflict resolution, accidents, health and safety concerns, work refusals, and investigations
- Oversee scheduling for department, to ensure sufficient employee coverage
- Oversee claim assignment
- Plan and conduct meetings with department employees to communicate team targets, goals, and projects
- Plan the department's workload and flow
- Manage company Training System, and ensure completion
- Assist with reception relief as needed
- Will practice good housekeeping at all times to ensure a safe and non-cluttered worksite
- Provide excellent customer service
- Work under time constraints to meet specific timelines
- Ensure attention to detail and keen sense of safeguarding other people’s property and information
- Participates in and demonstrates an understanding of safety principles and practices; follows all safety policies and procedures to support a safe working environment, including safe operation of machines and equipment
- Comply with all **Belfor** policies and procedures, as well as legislative requirements
- Proactively communicate job site conditions and concerns that may or are affecting completion of the job to the appropriate person
- This role could be required to act as a “lead” periodically as designated by their manager
- Attend all **Belfor **sponsored training courses- Manage and coordinate accounts receivable and accounts payable activities and oversee and coordinate billing, collection, reconciliation to the general ledger, and the compilation of accounts receivable reports.- Work under time constraints to meet specific timelines
- Ensure strict confidentiality and privacy of financial records as they relate to the organization and its partners

**Responsibilities**
- **Human Resources**: Maintain employee confidentiality and performance management by coaching leading, mentoring and motivating employees
- **Safety**: Verify all **Belfor** documents are completed accurately; maintaining employee records and compliance; ensuring compliance of all employees and subcontractors with local laws and **Belfor** policy at all **Belfor** locations and job sites
- **Accountability**: Ability to identify measures of performance and actions needed to improve or correct performance, ensuring accuracy and documentation
- **Communication**: Ability to communicate effectively and professionally with our staff and customers, both verbal and written
- **Leadership**: Ability to delegate, set expectations, and monitor progress of all direct reports
- **Time Management**: Proven ability to multi-task in a fast-paced office environment

**Qualifications**
- Post secondary business / administration / management courses / certification preferred
- 3+ years experience in related field
- Construction / Restoration / Insurance / Project Management experience preferred
- Effective leadership skills, with a strong focus on mentoring and motivation of employees
- Experience with coaching and employee development
- Requires a self-directed, professional, tactful, diplomatic demeanor
- Experience with Xactimate and Xactanalysis preferred
- Experience with JD Edwards and DocuSphere preferred
- Manage sensitive information appropriately and maintain confidentiality
- Experience using office equipment (telephone, copiers, scanners, fax, printers, etc.)
- Strong aptitude to work within deadlines, and ability to multitask on a daily basis in a fast paced environment
- Highly organized with a keen eye for details
- Comprehensive understanding of customer service, principles and practices
-

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