Office/administration, Manager

**Primary Role**

Reporting to the Director, Operational Services, the Office Manager is responsible for managing the day to day operations of the Coast Head Office and administrative systems, providing executive support for the COO. This role manages unionized administration staff.

**Scope**

This is a professional role performing a variety of complex and confidential administrative support functions, including leading unionized staff, managing budgets and expenses, developing and evaluating policies and procedures, managing confidential correspondence.

This role has a varied and complex workload, and must balance reactive and proactive responsibilities to be both responsive and meet internal and external deadlines.

**Key Areas of Responsibility**
- ** **Fundamental Principles**
- Ensures that responsibilities are managed and operated in accordance with Coast’s Mission, Vision, Values, Policies and Procedures.
- Strives toward achieving Best Practice Standards and continuous improvement for area of responsibility.
- **
**Leadership**
- Manages the activities of Head Office Reception, cleaning, utilities, and the recycling program.
- Direct leadership of unionized position engaged in reception, administrative, clerical, and client support duties; makes hiring and termination decisions; trains; schedules staff to ensure safe and appropriate coverage including vacation and overtime authorization and engaging casual or temporary staff for coverage.
- Monitors the performance of staff on an ongoing basis. Completes probationary and regular annual performance reviews. Discusses performance concerns and develops employee action plans when required
- Interprets and ensures compliance with the Collective Agreement.
- Initiates progressive discipline up to and including suspension and termination of employment. Ensures appropriate documentation is prepared.
- Completes or ensures payroll and scheduling are completed in a timely manner.
- Establishes a positive, healthy and safe work environment in accordance with appropriate legislation
- **
**Head Office Administration**
- Acts as primary resource for users and for matters related to office supplies and automation, telecommunications and IT hardware/software and ancillary equipment.
- Provides secretarial and administrative support to committees, managers and departments as they require. Manages office supplies and inventory
- Reviews, develops and implements new and/or improved office procedures, standards and systems.
- Manages the coordination of the purchase of office equipment including researching best value and monitoring expenditures and following up on variances. Responsible for managing inventory of office equipment and service contracts, performing routine maintenance activities and contacting service representatives as needed. Liaises with contractors and suppliers to resolve any equipment problems.
- Manages quality and safety information processing
- Maintains office records
- Supports new employee set up
- Provides general administrative support for teams as needed
- **
**Financial Management**
- Manages applicable budgets and expenses and Approves expenditures within the authority delegated

**Knowledge, Skills and Abilities**
- The ability to lead staff, to direct and support the work of others, including hiring, performance improvement and evaluation
- Excellent interpersonal skills, and the ability to demonstrate tact and confidentiality
- Ability to provide exceptional customer service - building and maintaining rapport and respectful relationships with clients with mental illness
- and to work effectively with external stakeholders (partners / suppliers) and internal team members across the organization
- Demonstrated accuracy and attention to detail
- Proficiency using Microsoft Office programs (Word, Excel, Outlook), as well as web and design software (such as Adobe Creative)
- Experience in the use and maintenance of office equipment such as mail machine, copiers, scanners and fax
- Excellent verbal and written communication skills.
- Ability to work simultaneously on a variety of complex projects ; ability to determine priorities and balance work flow, balancing changing workload expectations and frequent interruptions
- Strong organizational and analytical skills;
- Demonstrated initiative to analyze and resolve problems quickly and efficiently
- Demonstrated experience in project coordination and implementation
- Experience in financial management, including budget management, invoice processing and expense tracking

**Qualifications**
- A relevant degree or diploma from a recognized postsecondary institution, such as business administration or office administration
- Three (3) years’ recent related Office Management experience
- Or equivalent combination of education, training and experience

Hours of work: 08:00 to 16:00

Location of work: Head Office