Office Manager

2 weeks ago

Oakville, Canada Gastronomous Technologies Inc. Full time

**Company Overview**

We are a no-nonsense team of passionate people with a bias for action. We know that our ability to execute on our ideas is what sets us apart. We do what we say we are going to do, externally and internally. We trust our people to act independently and make practical, real-world decisions.

If you are passionate about developing meaningful technology that creates meaningful solutions, then Gastronomous is the place for you By joining our team, you will be immersed in a dynamic and thought-provoking environment that tests your capabilities and pushes you to new heights.

Gastronomous is looking for an energetic, eager Office Manager who will work directly alongside our Chief Operating Officer and Business Operations Team to manage a variety of back-office tasks for our 20+ person team. This job is intense, multi-faceted, with lots of opportunities for growth.

**What You’ll Do**:
As Office Manager, you will be responsible for managing various administrative tasks, with an emphasis on financial recordkeeping and supply chain management. Your role will encompass a wide range of responsibilities, including but not limited to:
**1. Bookkeeping and Financial Administration**:

- Submit claims for relevant government funds in a timely manner.
- Assist with managing all aspects of financial reporting, including monthly, quarterly, and annual reports to ensure accuracy and compliance with regulatory standards.
- Maintain accurate financial records, including accounts payable and receivable, expense tracking, and invoicing.
- Complete administration of in-house payroll and manage time-tracking of hours.
- Prepare financial documents such as purchase orders, expense reports, and budget updates.
- Support the organization's financial processes and assist with audits when necessary.

**2. Human Resources Support**:

- Coordinate the onboarding and offboarding processes for new employees, including documentation, equipment setup, and orientation.
- Assist with employee record-keeping, maintaining accurate personnel files, and updating HR databases.
- Support HR activities, such as recruitment coordination, and scheduling interviews.
- Assist in organizing employee engagement initiatives and company-wide events.
- Create and maintain documentation of employee agreements, contracts, salary and wage increases, bonuses, etc.
- Oversee and actively promote Workplace Health & Safety daily.
- Manage company benefits program.

**3. Office Management**:

- Ensure the office is well-maintained and organized, including managing supplies, inventory, and equipment maintenance.
- Assist in creating and maintaining office policies and procedures.
- Oversee office safety and security protocols, including emergency preparedness and first
- aid supplies.
- Support the executive team with ad-hoc administrative tasks and projects.

**4. Order Processing and Management**:

- Oversee and process orders received through multiple channels.
- Arrange and oversee incoming and outgoing shipments.
- End-to-end procurement. Handle the procurement process, including placing and tracking orders to ensure operational needs are met efficiently.
- Manage and reconcile CARM client portal.
- Assist with quality assurance
- Verify order details and ensure accuracy in order fulfillment.
- Conduct regular inventory audits to identify discrepancies and implement corrective actions.
- Establish and maintain strong relationships with suppliers.
- Negotiate contracts, pricing, and terms with suppliers to optimize cost savings and supply reliability.

**Qualifications**
- Extremely strong organizational skills with exceptional attention to detail.
- Extremely strong proficiency in Office 365.
- Strong organizational skills with the capacity to manage multiple tasks and deadlines effectively.
- Excellent communication and interpersonal skills, capable of working cross-functionally to support company objectives.
- Experience with QuickBooks Online or similar accounting software is a big plus.
- Experience in the Logistics Industry is a big plus.
- Excellent communication skills, both written and verbal.
- Ability to multitask, prioritize workload, and work independently in a fast-paced environment.
- Very hard working and able to meet tight deadlines.
- Proficiency in using office software, including spreadsheets, word processing, and presentation tools.
- Knowledge of financial record-keeping and bookkeeping principles.
- High level of professionalism, integrity, and discretion.
- Experience with graphic design programs (such as Adobe Illustrator) is a plus.

**Soft Skills**:

- Must be able to communicate thoughts and ideas effectively.
- Must be able to work independently and with a multidisciplinary team.
- Organized and efficient, able to self-manage projects and present deliverables on time or communicate delays.
- Detail oriented with regards to machine development
- Ability to work in a collaborative team environment and effectively

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