Office Manager
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Job Description
Position: Office ManagerFulltime Role
Salary: Open
About the Job
Our client is seeking a permanent, full-time Office Manager. Reporting to the Managing Director, the Office Manager is responsible for providing administrative and office support for approximately 30-40 employees in the Calgary office, as well as creating an engaging and positive office environment for visitors and staff.
Duties & Responsibilities
• Provide administrative support to the Managing Director and office staff as needed
• Collect and enter employee payroll information for monthly payroll processing
• Perform and supervise general office activities - send, receive, manage and distribute communications both internally and externally (including emailing, scanning, filing, general mail tasks, shipping, etc.)
• Manage the office, parking and storage space and liaison with our building management company and various vendors providing maintenance, security (door passes and parking tags) and other occupancy services
• Ensure the office is compliant with ISO standards as documented in both GA-000026 TPI Facilities, Maintenance and Safety Procedures and QA-000508 TPI Quality Manual
• Create Purchase Orders through Oracle iProcurement system for expenditures
• Approve invoices and employee expenses for payment
• Monitor bank accounts; process payments of invoices and employee expenses via EFT
• Manage and track time off for vacation, sick days, etc.
• Manage employees in Replicon Time Management System and APEGA system
• Office, conference/meeting rooms and event preparation, set-up and cleanup
• Order office/food supplies and other general office duties as required
Required Skills & Experience
• Minimum 10 years of recent and related experience with excellent computer skills, particularly in Excel and Word.
• Superior communication, office administration skills and planning and coordination skills are essential for success in this role. Must have the ability to problem-solve, balance priorities and multi-task to meet deadlines.
• Written English skills must be top 1%.
• High emotional quotient to work with a diverse team with differing individual needs and expectations.
• Detail-oriented, self-motivated and able to work cooperatively with a variety of team members and professionals in a small and dynamic team environment.
• Must have a legal working status in Canada (such as Citizenship, Permanent residence or work permit).
Bonus Skills:
• Previous experience with Ceridian payroll system, Oracle iProcurement system and Concur expense system.
• Ability to converse in Japanese, Chinese or other languages.
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