Job description

Office Manager

Position Summary

Our client is an award-winning medium-size architecture and interior design firm focused on producing thoughtful, high-quality architecture and design. They are actively seeking an Office Manager to join their growing team of professionals. Reporting to each of the Partners, this position provides management and high-level administration in a dynamic office environment, and functions with a high degree of attention to detail and prioritization of work in an independent and team setting.

Responsibilities

Administration:

o Purchase office supplies;

o Develop and issue policy memos for staff;

o Oversee planning of company-wide social events;

o Follow and track status of long-term contract agreements with various clients;

o Track and update software subscriptions;

o Track company equipment;

o Maintain and update weekly project meeting agendas and the project tracking spreadsheet;

o Act as company ACSO to oversee staff security clearance statuses and submissions.

Human Resources:

o Workers compensation management;

o Employee benefits administration;

o Act as the main employee contact for issues relating to payroll, vacation, etc.

o Oversee and manage professional association membership renewals and continuing education submissions;

Marketing:

o Social media and website maintenance;

o Assist with project proposal processes;

o Monitor online procurement websites for potential requests for proposal;

o Perform quarterly CV updates;

o Arrange work site photos.

· Other Duties:

o Management of issues related to the company’s IT services provider and server;

o Work in collaboration with the company bookkeeping and payroll services providers;

o Perform basic accounting and booking related duties including invoicing, deposits, tax remittances, etc.;

o Other administrative duties as assigned.

Core Skill & Experience Requirements

· 2-4 years previous experience as an Office Manager or in a similar executive level administrative position in an office setting;

· Post-secondary education in Business Administration or other related field;

· Intermediate knowledge of human resources practices and principles;

· Experience performing basic bookkeeping, accounting, and payroll duties;

· Proficient and knowledgeable in the use of Microsoft Office and other office technology;

· Familiarity and experience with the use of social media and other information technology software considered an asset;

· Excellent attention to detail;

· Proven problem-solving abilities, with ability to practice sound judgement;

· Exceptional written and oral communication skills, with the ability to communicate clearly and professionally with both internal staff and external clients;

· Exceptional interpersonal skills;

· Proven ability to maintain a high degree of confidentiality;

· Ability to adapt to and manage a constantly changing, dynamic workflow with proficiency and calm;

· Exceptional organization skills with the ability to manage multiple tasks and deadlines with confidence;

· Ability to work independently and be a strong team player.

If you are interested in this exciting opportunity, please forward your resume to Suzanne Buckley through using the indeed application tool.

We thank all applicants in advance, however, only those individuals who best meet our qualifications will be contacted. All other resumes will be kept on file for future consideration.

Job Type: Full-time

Benefits:

  • Company events
  • Extended health care
  • On-site parking
  • Wellness program

Application:

If you are interested in this opportunity, please forward your resume to our HR Consultant Suzanne Buckley: sbuckley@fhblack.com