Strategic Office Administrator

4 weeks ago

Brampton, Ontario, Canada CYGNISOFT INCORPORATED Full time
About the Role

We are seeking a highly skilled and organized Strategic Office Administrator to join our team at Cygnisoft Incorporated. This is a permanent position, offering 35 hours of work per week with opportunities for career growth and professional development.

Job Summary

The successful candidate will be responsible for coordinating various administrative tasks, managing office operations, and ensuring the smooth functioning of our HR department. If you are a motivated and detail-oriented individual with excellent communication skills, we encourage you to apply for this exciting opportunity.

Key Responsibilities
  • Coordinate seminars, conferences, and other events, arranging logistics and ensuring seamless execution.
  • Assist with staff consultation and grievance procedures, maintaining a fair and respectful work environment.
  • Oversee the activities of the HR department to ensure alignment with company goals and objectives.
  • Facilitate the flow of information within the team, promoting effective communication and collaboration.
  • Direct and control daily operations, making strategic decisions to drive productivity and efficiency.
  • Direct staff, providing guidance, training, and support to ensure their success.
  • Evaluate daily operations, identifying areas for improvement and implementing changes as needed.
  • Motivate staff, fostering a positive and inclusive work culture.
  • Open and distribute mail and other materials, ensuring timely delivery and follow-up.
  • Plan and control budget and expenditures, maintaining financial transparency and accountability.
  • Plan and organize daily operations, prioritizing tasks and deadlines to meet business objectives.
  • Review HR projects to ensure compliance with laws and regulations, upholding our commitment to excellence.
  • Supervise other workers, providing guidance, coaching, and performance feedback.
  • Train staff, developing their skills and knowledge to enhance job performance.
  • Establish and implement policies and procedures, ensuring consistency and fairness in all aspects of HR management.
  • Record and prepare minutes of meetings, seminars, and conferences, documenting key discussions and decisions.
  • Determine and establish office procedures and routines, streamlining processes and improving efficiency.
  • Oversee the classification and rating of occupations, ensuring accurate and consistent application of HR policies.
  • Plan, develop, and implement recruitment strategies, attracting top talent and building a strong workforce.
  • Schedule and confirm appointments, ensuring timely and efficient use of staff time.
  • Manage contracts, negotiating agreements and ensuring compliance with regulatory requirements.
  • Manage training and development strategies, investing in employee growth and skill development.
  • Answer telephone and relay telephone calls and messages, providing exceptional customer service.
  • Oversee the analysis of employee data and information, using insights to inform HR decisions and improve outcomes.
  • Answer electronic enquiries, responding promptly and professionally to employee queries.
  • Oversee the development of communication strategies, crafting compelling messages and engaging content.
  • Compile data, statistics, and other information, presenting findings and recommendations to stakeholders.
  • Oversee the preparation of reports, analyzing data and trends to inform business decisions.
  • Advise senior management, providing expert guidance on HR matters and business strategy.
  • Respond to employee questions and complaints, resolving issues and concerns in a timely and fair manner.
  • Order office supplies and maintain inventory, ensuring adequate resources and minimizing waste.
  • Liaise with management, union officials, and HR consultants, fostering collaborative relationships and shared understanding.
  • Negotiate collective agreements on behalf of employers or workers, promoting mutual respect and cooperation.
  • Organize staff consultation and grievance procedures, promoting open communication and conflict resolution.
  • Oversee payroll administration, ensuring accurate and timely payment of salaries and benefits.
  • Arrange travel, related itineraries, and make reservations, optimizing staff productivity and reducing costs.
  • Greet people and direct them to contacts or service areas, providing warm and welcoming service.
  • Set up and maintain manual and computerized information filing systems, ensuring easy access to critical data and documents.
  • Type and proofread correspondence, forms, and other documents, ensuring high-quality written communications.
  • Conduct research, gathering information and insights to inform HR decisions and business strategy.
  • Perform data entry, accurately recording and processing employee data and other information.
  • Provide customer service, responding promptly and professionally to employee inquiries and requests.
  • Work with the marketing department to understand and communicate marketing messages to the field, aligning HR efforts with business objectives.
  • Recruit and hire workers and carry out related staffing actions, selecting top talent and building a strong workforce.
  • Maintain and manage digital databases, ensuring accurate and up-to-date records and analytics.
  • Coaching, mentoring, and developing staff to achieve their full potential and contribute to organizational success.
  • Perform basic bookkeeping tasks, managing financial transactions and reporting to stakeholders.
  • Consult with clients after sale to provide ongoing support, ensuring satisfaction and loyalty.
  • Conduct performance reviews, assessing employee progress and growth, and identifying areas for improvement.
  • Evaluate work environments, programs, and procedures to control, eliminate, and prevent disease or injury, promoting a safe and healthy workplace.
  • Supervise office and volunteer staff, guiding and supporting their development and performance.
Requirements
  • Bachelor's degree in Business Administration, Human Resources, or related field.
  • 1-2 years of experience in an administrative role, preferably in HR or a related field.
  • Excellent communication, interpersonal, and problem-solving skills.
  • Ability to work in a fast-paced environment, prioritizing tasks and managing multiple projects simultaneously.
  • Strong analytical and technical skills, with proficiency in Microsoft Office and other software applications.
  • Knowledge of HR principles, practices, and legislation, with ability to apply relevant policies and procedures.
Salary

$60,000 - $80,000 per year, depending on experience and qualifications.

Benefits

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