Office Manager

7 days ago

Truro, Canada Inland Technologies Canada Incorporated Full time

The members of the Inland Group of Companies (IDS, Inland Technologies and Quantem Aviation Services) are highly experienced in aircraft de-icing, environmental management, aircraft fueling, ground handling and pretty much any other aviation support service you can think of. We operate at over 50 airports in three countries.

Our employees receive the following, based on eligibility requirements:

- Insurance - health, dental, life, AD&D and LTD
- Pension plan with employer match
- Employee Assistance Program
- Employee discounts
- Competitive wages
- Flexible schedule
- Advancement opportunities
- On the job training
- $300 referral bonuses - unlimited
- DailyPay

**Position Overview**:
The Office Manager will be responsible for supporting office administrative functions and assisting with planning and coordinating office-wide processed and other events or projects, while also resolving day-to-day problems and coordinating with stakeholders to obtain solutions. The work location for this role is at our corporate head office in Truro, Nova Scotia.

**Essential Duties and Responsibilities (Including but not limited to)**:

- Manage executive calendars, schedule meetings and coordinate travel logistics for industry events and site visits;
- Assist with executive-led projects, including tracking timelines, coordinating between departments, and supporting operational planning;
- Prepare meeting agendas, take minutes, and follow up on action items for senior leadership meetings;
- Handle miscellaneous projects and requests from the senior leadership team;
- Plan and coordinate office-wide maintenance, space planning, equipment installations, and internal moves;
- Manage office supply inventory, provisions, and petty cash;
- Oversee mail handling, including incoming/outgoing cheques, and scanning/distribution of key documents (e.g. account statements, invoices, payroll, HR items);
- Prepare and distribute corporate communications and reports on a regular schedule;
- Screen calls and respond to or route routine inquiries from internal and external sources;
- Act as the primary liaison with vendors and service providers, including promoting positive relationships with suppliers and subcontractors;
- Support HR initiatives included but not limited to, new employee onboarding;
- Assist with processing employee expense reports, reimbursements, and credit card payments;
- Coordinate division-wide meetings, including food, lodging, activities, space booking, and agenda brochure creation;
- Perform/complete other additional projects, duties and assignments as required and/or by request.

**Required Skills and Experience**:

- Post-secondary education in Business/Office Administration or another related field is preferred but not madatory;
- Minimum of 5 years experience in a related position;
- Proficiency in Microsoft Word, Outlook, Teams, PowerPoint & Excel;
- Exceptional communication and interpersonal skills with the ability to effectively collaborate with internal and external stakeholders through all levels of the organization;
- Self-starter with ability to prioritize workload to ensure deadlines are met.

**Physical Demands**:

- Regularly required to remain seated for extended periods of time using a computer, keyboard and mouse;
- Must be able to use hands to life files/documents and open cabinets.
- Must be able to speak clearly and hear efficiently.

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