Office Manager
3 months ago
**Who We Are**
**At Beedie, we foster talent, encourage innovation, and reward success. We’re always looking for like-minded people to join our team and share our passion for doing the best work of our lives. Our approach is simple: we work hard, we have fun, and we make a difference. And, we’ve been recognized as a top employer provincially and nationally. Our people are the heart and soul of our organization. If you are passionate, hardworking, ambitious, and want to be part of a dynamic and growing company that will take your career forward, join us.**
**Position Overview**
The Office Manager plays a pivotal role in ensuring Beedie’s operational processes are at the highest level. You are a customer service guru who thrives in a fast-paced environment. This role includes both front and back of house duties, and supporting HR on engagement initiatives to enhance the employee experience.
Primary responsibilities include ownership of office and travel administration, facilities maintenance, process creation/improvement, cultivating vendor relationships, and providing exceptional client service to ensure Beedie office locations are well managed on all fronts. You will achieve this through developing and executing on key administrative duties and developing best practices for office management.
You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity. You pride yourself as being a spreadsheet aficionado and the idea of automation/building efficiencies excites you.
**Key Responsibilities - Office Management**:
- Manage an Office Administration team including a Receptionist & Office Administrator(s)
- Create and maintain processes to optimize office operations
- Standardize office protocols across all locations (where feasible)
- Research, execute and maintain vendor relationships to support office efficiencies and initiatives.
- Central resource for all office moves, seating allocations and renovation projects
- Provide front desk (primarily lunch & vacation) coverage as required
- Inventory management and ordering of office supplies and kitchen needs
- Management of office budget and review/approval of office expenses
- Management of employee parking program
- Maintain shared space etiquette and maintenance (meeting rooms, kitchen)
- Manage vendor relationships with cleaners, plant maintenance, dry cleaners, iron mountain and personal trainer contractors as to added tasks, concerns etc.
- Management of document archives
- Errands as required
- Projects as assigned
**Key Responsibilities - Travel Administration**:
- Research and make travel arrangements including flights, hotel and car (including rental car insurance tracking)
- Ensure that all travel arrangements are made ensuring maximum efficiency, cost effectiveness and accuracy
- Tracking of travel bookings, specifically hotel and flight cancellations, to ensure appropriate credits/refunds are received
- Create travel itineraries and manage change requests, ensuring all changes are communicated with the applicable employee(s)
- Track and update travel logistics
**Workplace Experience
- Safety**:
- Updating Communicable Disease Plans/Covid Safety Plans as needed
- Supplying all shared spaces/appliances are equipped with disinfectant spray/wipes
- Assist in researching/drafting update communications
**Workplace Experience - Onboarding**:
- Support the onboarding process for new hires
- Workstation set-up, parking coordination, Beedie SWAG boxes
- New hire office tour, general onboarding, coordinate executive welcome meetings
- Support in new hire cohort initiatives
**Workplace Experience - Wellness, Engagement, T&D**:
- Manage BeedieFit Program (instructor outreach, schedule coordination, invoicing, communication to staff)
- Assess, design and implement in-office services that yield the following outcomes: convenience, wellness support, alignment with culture
- Service Recognition Awards coordination
- Support employee training and development initiatives (i.e. lunch and learns)
- Research and expand our employee discount program
- Research seasonal or themed info-sheets for employees (resources/ideas for employee wellness outside of work)
- Assist with research and coordination of Mental Health initiatives
**Desired Skills and Experience**:
- 5+ years’ experience in an office management role
- Strong interpersonal skills and the ability to contribute effectively within a team environment
- Ability to work efficiently and without constant supervision
- Advance computer skills - MS Office (especially Word/Excel)
- Exceptional time management and organizational skills
- Attention to detail
- Excellent communication skills (oral and written)
- Ability to identify, assess and solve problems/issues independently and proactively
- Strong sense of integrity, professionalism and loyalty
- Sense of humor
- Proactive, positive, an
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