Office Operations Specialist

3 weeks ago

Halifax, Nova Scotia, Canada Sightline Planning + Approvals Full time

The Office Administrator will collaborate closely with the President & CEO and the Leadership Team to oversee and optimize the operations of Sightline's office for enhanced productivity.

KEY RESPONSIBILITIES:

Daily Operations Management:
  1. Coordinate, schedule, and facilitate meetings, ensuring all arrangements are in place and the environment is maintained post-meeting. Keep the company calendar updated and accurate.
  2. Arrange external meeting venues as necessary. Welcome and assist visitors with a friendly and professional approach, ensuring their comfort and needs are addressed, including the provision of refreshments and gift bags when appropriate.
  3. Optimize office space utilization, including organizing storage areas and maintaining adequate supplies of cleaning materials, office essentials, and stationery.
  4. Oversee kitchen supplies, ensuring a stock of snacks and beverages, and manage cleanliness and maintenance of the area.
  5. Plan and organize internal events such as team appreciation days, client dinners, and conference attendance.
  6. Coordinate travel arrangements for employees in collaboration with our travel agency to ensure safe and efficient trips.
  7. Handle incoming communications, directing calls and emails to the relevant parties and taking messages as needed.
  8. Maintain an updated directory of company contacts and generate specialized contact lists upon request.
  9. Support Sightline's marketing initiatives, including content creation and management of email marketing campaigns.
Business Practices Quality Assurance:
  1. Review documents for grammatical accuracy and ensure compliance with company standards.
  2. Organize and manage our digital records system.
  3. Utilize Excel and Click-Up to maintain our Project Management Matrix, ensuring the team meets deadlines and maintains an organized workflow.
  4. Document meeting minutes, assign action items, and track their completion.
  5. Draft, submit, and manage client service agreements.
  6. Prepare and send client invoices.
  7. Facilitate training and professional development opportunities for team members.
  8. Assist with HR functions, including drafting job descriptions, recruitment processes, onboarding, employment agreements, benefits administration, and performance review organization.
  9. Maintain the directory of company policies and ensure annual reviews are conducted.
  10. Support continuous improvement of business processes within the team.
Financial Oversight:
  1. Conduct basic bookkeeping tasks, including expense tracking and organizing receipts and invoices.
  2. Monitor overtime and vacation balances.

REQUIREMENTS:

  1. A college diploma or bachelor's degree in a relevant discipline (human resources, office administration, or business management preferred).
  2. A minimum of 5 years of experience in Office Administration, Office Management, or a related field.
  3. Experience in Project Management.
  4. Proficiency in MS Office, particularly Excel.
  5. Outstanding organizational and communication skills.
  6. Proactive, adaptable, and solution-focused with a growth-oriented mindset.

PREFERRED QUALIFICATIONS:

  • Familiarity with Click-Up, Canva, MailChimp, or Klaviyo.
  • An interest in Real Estate.
  • Proficiency in a second language is a plus.
  • Experience in leadership roles.

COMPANY BENEFITS:

At Sightline, we value our employees and are committed to their well-being and professional growth. We provide a supportive work environment that includes four weeks of vacation, annual salary increases, health benefits, RRSP matching, a health expense account, monthly team appreciation events, opportunities for professional development, and more.

WORK SCHEDULE:

  • Monday to Friday

EDUCATION:

  • Bachelor's Degree (preferred)

LANGUAGE:

  • English (preferred)

WORK LOCATION: Hybrid remote environment.

  • Fund Operations Specialist

    2 weeks ago

    Halifax, Nova Scotia, Canada MUFG Investor Services Full time

    About MUFG Investor ServicesMUFG Investor Services is a leading provider of administration, banking, and fund financing services to over 480 global investment firms. As part of the Mitsubishi UFJ Financial Group, we offer a diverse and innovative workplace where talented professionals collaborate across 14 locations worldwide.Fund Operations Specialist -...

  • Office Operations Specialist

    3 weeks ago

    Halifax, Nova Scotia, Canada Pleasant Street Real Estate Incorporated Full time

    Position OverviewWe are seeking a dedicated Office Administrator to join our team at Pleasant Street Real Estate Incorporated. This role is essential in ensuring the smooth operation of our administrative functions.Key ResponsibilitiesImplementing Administrative Procedures: Develop and introduce new office protocols to enhance efficiency.Reviewing...

  • Financial Operations Specialist

    3 weeks ago

    Halifax, Nova Scotia, Canada Konetclub Full time

    Financial Operations Specialist at KonetclubPosition Overview: We invite you to consider a vital role within our organization as a Financial Operations Specialist. This position is essential for supporting our innovative initiatives and collaborations.Key Responsibilities:Maintain comprehensive financial documentation utilizing accounting software, monitor...

  • Office Management Specialist

    3 weeks ago

    Halifax, Nova Scotia, Canada The Pureland Health Ltd. Full time

    Office Management Specialist RoleEducation: College/CEGEPExperience: 1 to 2 yearsPrimary DutiesEvaluate and enhance new administrative protocolsDelegate responsibilities to support personnelSet work priorities and enforce policies and timelinesOversee office operations including facilities, equipment, supplies, and safetyAssist in financial planning and...

  • Office Support Specialist

    3 weeks ago

    Halifax, Nova Scotia, Canada TalentWorld Full time

    TalentWorld is seeking an Office Support Specialist to join our team in the Government sector. In this role, you will be tasked with managing and executing various administrative functions. Key Responsibilities: 1. Develop and manage administrative processes, utilizing discretion and initiative in areas lacking established protocols. 2. Respond to inquiries...

  • Office Operations Coordinator

    3 weeks ago

    Halifax, Nova Scotia, Canada Road Riders Express Inc Full time

    Join Our Dynamic TeamEducation: Completion of secondary educationExperience: Between 7 months and 1 year of relevant experienceKey ResponsibilitiesAssess and enhance administrative processesSet work priorities and ensure adherence to established proceduresExecute administrative functions within the organizationCompile data and generate reports, manuals, and...

  • Office Support Specialist

    5 days ago

    Halifax, Nova Scotia, Canada VC Courier Service Inc. Full time

    About the RoleWe are seeking a highly organized and detail-oriented Office Support Specialist to join our team at VC Courier Service Inc. as an Administrative Coordinator. This is a permanent, 30-hour per week position.Key ResponsibilitiesCoordinate Team Operations: Ensure the smooth flow of information within the team, including coordinating meetings,...

  • Office Operations Specialist

    3 weeks ago

    Halifax, Nova Scotia, Canada Xtreme Security Inc. Full time

    Educational Qualifications:Completion of secondary school diplomaCore Responsibilities:Evaluate and enhance existing administrative processesEstablish work priorities, ensure adherence to protocols, and achieve deadlinesCarry out administrative functions within the organizationAssist in the formulation of operational budgets, manage inventory, and supervise...

  • Operations Officer

    3 days ago

    Halifax, Nova Scotia, Canada Mount Saint Vincent University Students Union Full time

    About the RoleWe are seeking a highly skilled and experienced Operations Officer to join our team at Mount Saint Vincent University Students Union. As an Operations Officer, you will play a key role in ensuring the smooth operation of our administrative services.Key ResponsibilitiesAdministrative Procedures: Implement new administrative procedures to improve...

  • Operations Officer

    3 days ago

    Halifax, Nova Scotia, Canada Mount Saint Vincent University Students Union Full time

    About the RoleWe are seeking a highly skilled and experienced Operations Officer to join our team at Mount Saint Vincent University Students Union. As an Operations Officer, you will play a key role in ensuring the smooth operation of our administrative services.Key ResponsibilitiesAdministrative Procedures: Implement new administrative procedures to improve...

  • Indigenous Candidates

    3 weeks ago

    Halifax, Nova Scotia, Canada CIBC Full time

    Office Support Specialist at CIBC Wood GundyCIBC's Wood Gundy division is dedicated to providing comprehensive brokerage services to affluent clients. As an Office Support Specialist, you will play a vital role in delivering administrative assistance to the Investment Advisor team. This position presents an excellent opportunity to gain insights into the...

  • Cybersecurity Operations Specialist

    3 days ago

    Halifax, Nova Scotia, Canada I.M.P. Group International Inc. Full time

    About I.M.P. Group International Inc.I.M.P. Group International Inc. is a privately-held investment corporation, working to support our diverse business divisions to develop and deliver substantial value and growth in industries ranging from aerospace to hospitality. At I.M.P. Group International Inc., we know our employees are central to our business...

  • Cybersecurity Operations Specialist

    4 days ago

    Halifax, Nova Scotia, Canada I.M.P. Group International Inc. Full time

    About I.M.P. Group International Inc.I.M.P. Group International Inc. is a privately-held investment corporation, working to support our diverse business divisions to develop and deliver substantial value and growth in industries ranging from aerospace to hospitality. At I.M.P. Group International Inc., we know our employees are central to our business...

  • Scheduling Operations Specialist

    3 weeks ago

    Halifax, Nova Scotia, Canada Nova Scotia Health and IWK Health Full time

    Join Our Team as a Scheduling Operations SpecialistAbout Nova Scotia Health and IWK HealthNova Scotia Health is the premier provider of health services in Nova Scotia, extending specialized services to clients throughout Atlantic Canada. Our mission is to achieve excellence in health, healing, and learning through collaboration, reflected in our hospitals,...

  • Operational Technology Specialist

    5 days ago

    Halifax, Nova Scotia, Canada Halifax Water Full time

    Job SummaryHalifax Water is seeking a highly skilled Operational Technology Specialist to join our team. As an Operational Technology Specialist, you will be responsible for the operation, maintenance, and configuration of Industrial Control Systems (ICS) throughout our organization.Key ResponsibilitiesMaintain strong knowledge and understanding of arc flash...

  • Operational Technology Specialist

    5 days ago

    Halifax, Nova Scotia, Canada Halifax Water Full time

    Job SummaryHalifax Water is seeking a highly skilled Operational Technology Specialist to join our team. As an Operational Technology Specialist, you will be responsible for the operation, maintenance, and configuration of Industrial Control Systems (ICS) throughout our organization.Key ResponsibilitiesMaintain strong knowledge and understanding of arc flash...

  • Operational Technology Specialist

    3 days ago

    Halifax, Nova Scotia, Canada Halifax Water Full time

    Job SummaryHalifax Water is seeking a highly skilled Operational Technology Specialist to join our team. As an Operational Technology Specialist, you will be responsible for the operation, maintenance, and configuration of Industrial Control Systems (ICS) throughout our organization.Key ResponsibilitiesMaintain strong knowledge and understanding of arc flash...

  • Operational Technology Specialist

    3 days ago

    Halifax, Nova Scotia, Canada Halifax Water Full time

    Job SummaryHalifax Water is seeking a highly skilled Operational Technology Specialist to join our team. As an Operational Technology Specialist, you will be responsible for the operation, maintenance, and configuration of Industrial Control Systems (ICS) throughout our organization.Key ResponsibilitiesMaintain strong knowledge and understanding of arc flash...

  • Residential Cleaning Expert

    3 weeks ago

    Halifax, Nova Scotia, Canada The Move Out Cleaning Specialist Full time

    Position SummaryWe are looking for a committed Residential Cleaning Expert to contribute to our operations at The Move Out Cleaning Specialist. This position focuses on upholding cleanliness and sanitation in private residences, ensuring a pleasant atmosphere for clients.RequirementsEducation: A secondary (high) school graduation certificate is...

  • Office Coordinator

    5 days ago

    Halifax, Nova Scotia, Canada Markham Centre Financial Services Inc. Full time

    About the RoleWe are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at Markham Centre Financial Services Inc.Key ResponsibilitiesAdministrative Support: Provide administrative support to our team, including scheduling appointments, coordinating travel arrangements, and maintaining office...