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Administrative Coordinator

2 months 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 they are properly arranged and cleaned up post-use. Maintain the company calendar, ensuring Outlook calendars are consistently updated and accurate.
  2. Arrange external meeting venues as necessary. Welcome and greet visitors with a friendly and professional attitude, ensuring their needs are addressed and they feel at ease in our office environment. This includes organizing refreshments and preparing welcome packages when required.
  3. Optimize office space utilization, including organizing storage and replenishing cleaning supplies, office materials, and stationery.
  4. Oversee and stock the kitchen with snacks and beverages, maintain cleanliness, and coordinate cleaning and maintenance services.
  5. Plan and organize internal company events such as team appreciation days, client dinner reservations, and purchase conference tickets for various events.
  6. Coordinate company travel arrangements and liaise with our travel agency to ensure a seamless and safe travel experience for employees.
  7. Handle incoming phone calls and emails, directing them to the appropriate personnel and taking necessary messages.
  8. Maintain the directory of company contacts and generate specialized contact lists upon request.
  9. Support Sightline's marketing efforts, which includes content creation and overseeing our email marketing initiatives.
Business Practices Quality Control:
  1. Review documents for grammatical accuracy and ensure compliance with company standards.
  2. Organize and manage our digital records directory.
  3. Utilize our Project Management Matrix through Excel and Click-Up to ensure the team meets objectives and deadlines while maintaining an organized workflow.
  4. Record meeting minutes, assign action items, and oversee their completion.
  5. Draft, submit, track, and manage client service agreements.
  6. Create and send client invoices.
  7. Coordinate training and professional development opportunities for team members.
  8. Assist in HR functions, including drafting job descriptions, recruitment, onboarding, employment agreements, benefits administration, and organizing performance evaluations.
  9. Maintain the directory of company policies and guidelines and facilitate annual reviews.
  10. Support the team in continuously enhancing our business processes.
Financial Oversight:
  1. Conduct basic bookkeeping tasks such as expense tracking and organizing receipts and invoices.
  2. Monitor overtime and vacation balances.

Qualifications:

  1. A college diploma or bachelor's degree in a relevant field (preferably in human resources, office administration, or business management).
  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 with strong Excel skills.
  5. Outstanding organizational and communication abilities.
  6. Proactive, adaptable, solution-oriented with a growth 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.

Benefits:

At Sightline, we value every employee and are committed to their well-being and development. 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, professional development opportunities, and more.

Job Types: Full-time, Permanent

Compensation: $51,000.00-$66,000.00 per year

Additional Benefits:

  • Company events
  • Dental care
  • Extended health care
  • Paid time off
  • Wellness program

Language Requirements:

  • French is not required

Work Schedule:

  • Monday to Friday

Education:

  • Bachelor's Degree preferred

Language:

  • English preferred

Work Location: Hybrid remote