Office Manager

Robert Allan Ltd. is an independent, privately-owned naval architecture and marine engineering company established in 1930 right here in Vancouver. Over many years, we have earned a worldwide reputation for the design of working vessels of the highest quality. Our clientele is global, we are currently working with shipyards and vessel owners in 19 countries across 5 continents. With over 1,000 vessels designed by our firm delivered in the past 16 years, it is common to see a Robert Allan Ltd design in many of the world’s ports, harbours and canals.

This strong history is powering us through the challenges of designing vessels for the future: LNG, methanol, battery electric and hybrid powered vessels are currently under construction. We have a strong commitment to enhancing and improving the designs we produce and providing leading edge solutions to new marine challenges.

Robert Allan Ltd currently employs over 90 highly motivated and engaged employees who enjoy numerous benefits including generous bonuses, paid overtime, health benefits, hybrid and flexible work options, training opportunities, mentoring program and paid professional memberships. We believe in a work/life balance and have an inclusive workplace that embraces numerous cultural backgrounds and experiences.

Position Summary

The Office Manager plays a crucial role in ensuring the seamless operation of all administrative functions, fostering a positive work environment, and supporting our hybrid workforce both in the office and at home. The role includes supervision of administrative staff, purchasing, contract negotiations, supplier relations, facility management, general IT support, executive assistance, and event planning. In the fall, we will be relocating offices to a new location in close proximity to Waterfront station. One of the immediate priorities of this position will be efficiently managing the removal of furniture and equipment from our current location, as well as coordinating the logistics involved in transferring office equipment to the new location.

Education
- Minimum: High school diploma
- Preferred: University degree or office administration diploma

Experience
- 5 years office management and staff supervision

Professional registration
- None

Technical skills
- Current knowledge of standard office management procedures and office service and supply pricing
- Able to use and troubleshoot all types of office equipment - computers, copier, scanner, printers, fax, audio visual systems, telephone system, and cell phones
- Outstanding communication skills (written and spoken)
- Advanced Word, Excel, PowerPoint and Outlook
- IT experience and interest would be an asset

Competencies
- Multi-tasking - can handle multiple tasks simultaneously without sacrificing quality
- Shows initiative, takes pride in work
- Adaptability - mindset that embraces change
- Builder, not maintainer; enjoys developing systems and processes
- Manages time effectively
- Able to work independently and manage priorities
- Diplomatic and tactful
- Excellent attention to detail
- Calm under pressure

Tasks

Supervision
- Supervise 2-4 administrative staff
- Monitor work loads

Manage and Purchase Office Supplies and Equipment
- Source and negotiate pricing for printed materials & stationary
- Office equipment including computers and related hardware, printers etc. - purchase (or lease), arrange maintenance & service, assist staff with usage
- Office suppliers - review pricing, negotiate contracts, approve invoices
- Manage cell phones and plans
- Liaise with IT consultant to issue computer equipment & software
- Holder of Corporate credit card
- Facility Management
- Organize office repairs, maintenance and cleaning
- Liaise with building owner
- Supervise janitorial service
- Oversee leasehold improvements
- Security - issue cards, maintain contact list for security company, follow up alarm incidents
- Manage company parking
- Responsible for maintenance and upkeep of all audio/visual equipment as well as support for meetings requiring A/V
- IT Assistance
- Assist with deployment of workstations and peripherals to staff
- Manage inventory of hardware and disposal as needed
- Collaborate with IT services provider
- Manage software licenses

Administrative Tasks
- Set up arrangements for new hires including desk or office location, all office supplies, computer, furniture, business cards and cell phone needs
- Organize internal moves within the office - space, furniture, phones, scheduling
- Ensure that in-office and remote work spaces meet safety and ergonomic standards
- Address general staff inquires and direct to company resources
- Server directories - organize and maintain structure and files for administration areas

Event Planning, Meetings, and Travel Arrangements
- Arrange Christmas party and social events with help from internal social committee
- Arrange other corporate events as requested
- Backup to admin staff for booking flights, hotel