Office Administrator

**Executive Assistant - Office Manager**

**Duties noted below may change and evolve as required**

**Staff Management**
- prepare paperwork for hires and terminations
- conduct orientation of new staff members
- identify and organize training programs for staff
- motivate, mentor and coach staff
- delegate and coordinate work tasks
- manage performance including evaluations and feedback
- resolve disputes and grievances
- keep staff attendance reports
- maintain employee personnel files

**Accounting**
- monitor and record expenses
- prepare expense reports
- maintain office budget
- maintain bookkeeping system through monthly financial reports
- process accounts receivable and accounts payable
- follow up on overdue accounts
- perform account reconciliations
- manage petty cash

Note: Current Financial Software is Quick books

**Payroll**
- monitor and record hours worked including overtime
- monitor vacation and sick leave
- **benefits plan administrator**:

- submit reviewed payroll data to Ceridian with appropriate deductions confirmed

**Secretarial (see also Executive Assistant below)**
- organize appointments and meetings
- maintain calendars and schedules
- manage travel arrangements
- prepare and distribute minutes of meetings
- arrange and prepare presentations
- prepare and distribute correspondence
- compile and present special reports
- answer, screen and direct incoming calls

**Data Management**
- create and maintain databases
- organize retention, protection, retrieval, transfer and removal of records
- ensure security of data

**Policies and Procedures**
- evaluate existing procedures and implement procedural improvements
- prepare materials describing procedures and standards
- communicate changes in policies and procedures
- ensure adherence to policies and procedures by staff members

**General Office Management**
- maintain and upkeep office equipment and furniture
- organize repairs and upgrades
- follow through on maintenance agreements and contracts
- order and maintain office supplies
- research vendors for pricing and delivery options
- liaise with our IT specialist to resolve problems

**Engineering Office Management**
- Review and format reports for clients
- Monitor websites for bid opportunities and bring forth potential projects within the company’s range of budget and disciplines of work.
- Coordinate tenders and proposals for submittal to meet established deadlines
- Establish and maintain document control, internal and external sources
- Keep track of project executions; budgets, timelines, and deliverables
- Ensure that insurances (commercial liability, WCB, and E & O) are up to date
- Maintain Safety Data to maintain COR certification
- Facilitate and coordinate monthly Safety meetings
- Maintain and coordinate Security Clearance submissions and records in accordance with the Canadian Industrial Security Directorate(CSID). **Must be able to assume the Alternate Corporate Security Officer role. **A criminal record check and financial check completed by the CSID will be required.

**Executive Assistant Duties**
- Preparation of Executive Calendar
- Meeting preparation - documentation et.al
- Staff reporting
- Screening of incoming calls
- Minute meeting notes
- ACSO duties
- COR data
- Office filing structure and relevant record keeping as prescribed by clients
- Business Unit Structure development i.e. Engineering, Construction, Design Build,

Research and Development, Manufacturing
- Acquisition efforts
- Security Protocol for Office
- Client Portal Application execution

NOTE: Delegation of any of the aforementioned items as required may be done in corroboration with the President/CEO Neil Crawford P.Eng.

END OF DOCUMENT

**Salary**: $25.00 per hour

Schedule:

- 8 hour shift
- Day shift

Ability to commute/relocate:

- Winnipeg, MB: reliably commute or plan to relocate before starting work (required)