Office Manager

About Us

Salex, the largest lighting agency in Southern Ontario, has been an integral player in Canada’s architectural lighting community for more than 40 years. As a distributor and facilitator of commercial lighting installations and control systems, architects, engineers and designers turn to Salex for effective, efficient and sustainable lighting solutions.

Founded in 1973, Salex has become known in the commercial design industry for the quality of its products, its nimble service offering and its knowledgeable and highly skilled team. As the exclusive regional distributor of innovative architectural lighting products from prominent Canadian, American and European brands, we remain dedicated to the promotion and education of quality, high-efficiency lighting and controls.

We are currently looking for an energetic and dynamic** Office Manager **to join our Customer Facing team. If you know how to be a trusted partner and understand the value of nurturing customer relationships we want to hear from you.

Reporting directly to the Managing Partner, the Office Manager oversees the efficient management of the office operations, administration, projects and initiatives. In this role, the Office Manager must be a highly resourceful individual with strong emotional intelligence, self-motivation and strong analytical skills. The role demands the ability to work independently on projects from implementation to completion, and must be able to work under pressure at times handling a wide variety of activities, relationships and confidential matters with upmost discretion. You are used to multi-tasking and thrive under deadlines. You pride yourself on being meticulous and detail oriented. You excel at working with people.

**What you’ll do**

**Office Management**
- Manage all areas pertaining to Reception (incoming/outgoing mail, courier deliveries, guest/visitors) and provide reception coverage support as needed
- Manage building security, including the assignment of key fobs and parking passes to approved personnel
- Coordinate office supply purchasing, including maintaining stock (Coffee/tea, Toner/Copier, Water supply, Paper stock, etc.) and monitoring usage and distributing received orders
- Maintain strong relationships with vendors and suppliers; negotiate contracts for third party suppliers and/or service providers and oversee the office services budget
- Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
- Manage cleaning, repair, and maintenance service provider contracts and service level agreements
- Address employees’ queries regarding office management issues
- Ensure a professional appearance of all areas of the office including kitchen and meetings spaces
- Responsible for receptionist functions including, but not limited to, professionally handling and greeting visitors and processing telephone calls.
- Assist in sending and receiving mail, couriers and deliveries, including filing and distributing incoming files and packages.
- Be the owner for the office & facilities activities by managing suppliers and maintenance

**Administrative Support**

Provide administrative support to the Managing Partner and Leadership Team with:

- Calendar management, including scheduling meetings and coordinating meeting rooms equipment, catering, and other meeting requirements
- Assisting with the coordination of both on-site and off-site special events or projects
- Ability to contribute to the research and management of special projects
- Administrative duties such as minute taking, document management, expense reporting, credit card management, etc.
- Generate and publish routine reports (Contact lists, milestone schedules etc.)
- Support the integrity of the company's physical and digital filing systems.
- Manage agendas for various team meetings within the operations group and take meeting minutes when required

***Payroll and HR Responsibilities**
- Assist in the onboarding and offboarding of employees
- Tracks and maintains records of employee training qualifications and professional designations
- Maintain personnel files
- Plan in-house or off-site activities, like parties, celebrations and conferences
- Assist the controller with the biweekly payroll processing

**Data Management**
- Light data management and analysis of projects and sales
- Produce business performance reports with high standard of data integrity, completeness, timeliness, and business rules consistency.
- Other Ad-Hoc responsibilities as required_

**Qualifications**
- 3-5 years’ experience in office management and administration support in a fast-paced corporate environment
- Experience working with suppliers and negotiating contracts
- Previous payroll experience an asset
- Proven experience as an Office manager or Administrative assistant
- Knowledge of office administrator responsibilities, systems and procedures
- Proficiency in MS Office