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Office Manager

1 month ago

Vancouver, Canada Cape Group Full time

The Cape Group is a three-generation, family run, vertically integrated real estate group of companies, operation across Western Canada since 1956. With more than 65 years’ experience in development, construction, and property management, we have a lot of firsts to our name and a diverse portfolio. We develop high
- quality projects that complement the vibrancy of neighbourhoods and make sure to have fun while we’re at it. From high-rise to warehouses, office buildings to master planned communities, our dedication to building quality and building relationships is at the forefront of everything we do.

Cape Group is pleased to be looking for an Office Manager/Executive Assistant to join our team. This role will organize and coordinate office administration and procedures, to ensure organizational effectiveness and efficiency. They will also be responsible for HR procedures and onboarding of all new employees as well as some support for other departments.

**POSITION RESPONSIBILITIES & DUTIES**:
**_
Office Manager_**

1. Oversee all daily office functions ensuring the organization and staff have a satisfying work environment.

2. Serve as the first point of contact to answer, screen and transfer incoming calls as well as office visitors.

3. Be responsible for handling the mail, couriers and anyone who comes in and out of the office

4. Manage and coordinate general office tasks: ordering supplies, arranging catering, cutting keys, forwarding mail, keeping everything tidy, buying supplies such as tea, coffee, beer, wine, keeping the kitchen stocked with healthy food.

5. Manage Cape’s IT environment and serve as the primary liaison with Cape’s IT consultant.

6. Coordinate logistics and prepare meeting materials for Cape's management and partner Meetings.

7. Maintain Cape Office files and records as well as update Cape’s Outlook contacts central database.

8. Coordinate any meetings or company functions, and other domestic and international meetings as needed, with duties that include planning accommodations, menus, space set-up, managing to a budget, coordinating local transportation, and managing audio/visual requirements

9. Provide event planning assistance to the CEO and President as needed for other events.

10. Working with the Vice President, Strategic Operations, coordinate all staff activities such as brown bag luncheons, volunteer activities, social engagements and holiday celebrations.

11. Manage the companies Airplane logging, record keeping and billing reconciliation with other fractional owners

12. Manage company HR platform and facilitate onboarding and offboarding procedures

13. Provide administrative support as needed to the companies different divisions

14. Ensure cleanliness of the office at all times and that it is presentable to all visitors

**_
Executive Assistant_**

1. Manage and maintain President & CEO’s calendar including scheduling appointments, internal/external meetings and conference calls - as required by CEO and President.

2. Coordinate President & CEO’s travel itineraries, flights, hotel accommodation, rental car and other travel needs.

3. Draft and edit correspondence, communications, presentations and other documents on behalf of President & CEO.

4. Complete monthly expense reconciliation for President & CEO’s corporate credit card and out of pocket expenses.

5. Secure appropriate signatures and track documents through the approval process on behalf of President & CEO.

6. Serve as a liaison with internal staff at all levels.

7. Interact with external partners as well as Cape leadership.

8. Provide assistant and support to Vice President, Strategic Operations on various projects such as new employee onboarding, Cape calendar planning and staff communication.

9. Support other Senior Management staff on other projects as needed.

10. Prepare agendas for meetings, briefing materials and presentations as needed to support the President & CEO.

11. Provide administrative support to President & CEO in order to increase his availability for executive level responsibilities.

12. Support other personal tasks as required by CEO & President including but not limited to arranging travel, shopping, making reservations, dry cleaning, arranging for car/home maintenance, regular medical/dental/salon appointments
- Ability and willingness to learn and adhere to company procedures
- Strong communication, excellent organizational and planning skills
- Ability to work independently and in a team environment
- Good time management
- Proven strong work ethic with the ability to take initiative and prioritize multiple tasks with limited direction
- Ability to adapt and deliver results quickly
- Attention to detail and problem-solving skills
- Highly proficient in MS Office suite and capable of learning to use new software with ease
- Extremely dependable with a professional attitude and a strong focus on customer service
- Knowledge of human resources management pra