Office Manager

• Oversee all daily office functions, ensuring a well-organized, efficient, and positive working environment.
• Manage office supply inventory and ensure the office is stocked with necessary materials.
• Maintain Kitchen and break areas, including restocking, ordering groceries and supplies
• Coordinate office services such as cleaning, maintenance, etc., to ensure optimal office functionality.
• Manage ad-hoc administrative tasks, including handling incoming calls, mail distribution, and scheduling.
• Assist in office moves, expansions, or downsizing projects, ensuring minimal disruption to operations.

• Provide comprehensive support to executives, including managing calendars, coordinating travel arrangements, and organizing meetings.
• Assist in taking meeting notes, preparing reports, presentations, and other necessary documents for executive leadership.
• Handle confidential information with discretion and ensure the smooth coordination of executive communications.

• Foster a positive office atmosphere by assisting the Human Resources department in implementing employee events, team-building activities, and office-wide initiatives.
• Promote a welcoming environment for employees and visitors, providing top-tier customer service with a friendly, can-do attitude.
• Act as a go-to person for general employee questions and office needs, ensuring that all issues are handled promptly and effectively.

• Oversee the office budget, ensuring cost-effective purchasing while maintaining adequate office supplies, equipment, and service standards.
• Track and manage expenditures, ensuring accurate and timely reporting for office-related expenses.
• Oversee light procurement activities such as sourcing office supplies and reviewing vendor agreements as needed.

• Ensure compliance with office safety protocols, emergency preparedness plans, and building regulations.
• Regularly inspect the office to ensure it remains a safe and clean environment for all employees.

• Positive Attitude: A solution-oriented, can-do mindset that promotes teamwork and a collaborative office culture.
• Self Motivated: Takes initiatives to support staff and operations.
• Adaptability: Ability to manage changing priorities and navigate challenges with grace and optimism.
• Problem-Solving: Effective at anticipating needs and addressing issues proactively.
• Attention to Detail: Strong focus on accuracy and organization in all tasks.
• Leadership: Ability to lead by example and encourage a positive and productive office environment.

• Bachelor’s degree in business administration, Office Management, or a related field.
• Five years of experience in office management, with at least 2 years supporting executive leadership
• Experience in procurement or vendor management is preferred
• Proven track record in managing day-to-day office operations, including facilities and vendor relationships.
• Strong organizational and time management skills, with the ability to multitask and prioritize in a fast-paced environment.
• Excellent organizational and multitasking skills, with the ability to prioritize effectively.
• Strong interpersonal and communication skills, with a positive and approachable demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook) and experience using office management or procurement software.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with team members at all levels.
• Attention to detail and accuracy, especially in maintaining office records and managing expenses.
• Knowledge of facility management and health/safety regulations is an asset.
• Ability to handle confidential information with discretion and professionalism.

Last updated on Sep 25, 2024