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Office Manager

3 weeks ago

Kanata, Canada Chubb Fire & Security Full time

**Department**: Administrative

**Location**: Kanata, Ontario, CA

**Employer Reference**: P1-2077819-2

**Job Description**:
**Ottawa Branch Office Manager**

Why join **Chubb Fire and Security**? At **Chubb Fire and Security Canada** powered by **API Group**, we provide cutting-edge fire safety and security solutions to protect what matters to most to our clients across the nation. As a trusted leader in the fire and security industry, we have built a reputation for excellence, reliability, and innovation. Joining our team means being part of a leading provider of fire safety and security solutions, with opportunities for growth and advancement.

As Leaders, we recognize that our success happens only when our Branches and Field Leaders are successful. All our people are foundational to creating value:

- Protect people first
- Think steps ahead
- Own what we do
- Bring energy to challenges
- Win with integrity, together

Our mission is to go the extra mile for our customers and our industry. We lead the way in designing, delivering and supporting safe, reliable and innovative solutions.

**Role Summary**:
Our **Ottawa**Branch is looking for an Office Manager to join the team. We are looking for someone that is self-motivated, optimistic and skillful individual who has the ability to multitask and think strategically in-order to support branch business objectives, where Customer and TEAM approaches are paramount to success The primary focus of this position is to provide assistance and day to day support for the physical & virtual back office for the Ottawa Canada Branch and the Branch Manager.

**Responsibilities**:

- Supervise, support, and provide general oversight of the administrative team; monitor performance to ensure high productivity and effectiveness.
- Serve as the main contact/link between the branch and the Corporate Accounting team, providing direct support to the Branch Manager (BM) and Division Leaders.
- Create and distribute internal office correspondence among Managers and departmental teams to ensure clear communication.
- Coordinate, set up, and manage all office schedules, meetings, employee training sessions, and conferences.
- Plan and coordinate major branch social events to foster employee engagement and team building.
- Oversee critical records management and archiving in compliance with current branch policies.
- Prepare and deliver monthly reports, including Accounts Receivable (AR) and underbilling reports.
- Manage full Work-In-Progress (WIP) reporting, including job closings and all branch invoicing.
- Manage new employee onboarding and exit offboarding processes, including resource setup and IT ticketing.
- Ensure accuracy and completion of branch special reporting and compliance with licensing requirements.
- Provide support for local branch special projects as assigned by management.
- Act as a portal specialist and provide system support as required.
- Organize and manage employee travel arrangements, including accommodations and car rentals.
- Support branch audits by providing relevant documentation and reports as needed.
- Oversee Accounts Receivable (AR) management and facilitate timely collections.
- Manage Accounts Payable for overhead and building-related (non-job) expenses.
- Coordinate new customer setup and conduct vendor/credit checks as required.
- Delegate and oversee company credit card reconciliation processes.
- Oversee branch expense report management and ensure timely submission.
- Order and manage office resources/stationery and maintain adequate supply levels.
- Coordinate uniform ordering and distribution, as well as marketing materials for the branch.

**Job Requirements**:

- 3-5 years of experience in an administrative capacity or related experience.
- Must be self-directed, motivated and demonstrate exceptional service and interpersonal skills.
- Demonstrated ability to work with accuracy, efficiency and attention to detail.
- Superior organizational, analytical skills, and decision-making skills.
- Ability to multi-task and prioritize in a fast-paced work environment.
- Excellent Communication skills, both verbal and written.
- Relevant experience, preferably in the Life Safety industry is an asset.
- Proven solid customer relationship-building skills.

**More about the position**:

- Ability to demonstrate and deliver superior customer service in a fast-paced and multi-tasking environment.
- Self-motivated; detail-oriented, with highly developed organizational skills.
- Excellent verbal, written and presentation skills.
- Ability to work with mínimal supervision.
- Bilingualism (English/French) would be an asset.

**Our offerings include**:

- Competitive compensation and benefit package
- RRSP matching
- Employee Stock Purchase Plan
- Employee Discounts
- Learning and Development opportunities
- Reward and Recognition Program
- A culture of performance & accountability
- A supportive and positive team environment

**Background Check Requirem