Office manager Needed to work in Canada by Rejuuv Medi Spa Yorkville 

Key Responsibilities:

• Office Administration:

  • Oversee the daily operations of the office, ensuring that the office environment is organized, efficient, and conducive to productivity.

  • Coordinate and schedule meetings, appointments, and travel arrangements for executives or team members.

  • Handle phone calls, emails, and correspondence with clients, vendors, and internal teams.

• Office Supplies and Equipment:

  • Maintain inventory of office supplies and place orders for new materials when necessary.

  • Ensure that office equipment (e.g., printers, copiers, computers) is functioning properly and arrange for repairs or replacements as needed.

• Record Keeping and Documentation:

  • Maintain and organize office files, both electronic and physical, ensuring confidentiality and compliance with relevant regulations.

  • Assist with data entry, filing, and maintaining documentation for office operations and financial records.

• Financial and Budget Management:

  • Assist in managing office expenses, including invoicing, processing bills, and tracking expenditures.

  • Prepare reports for budget analysis and monitor adherence to budget guidelines.

• Human Resources Support:

  • Assist with onboarding new employees, including preparing workstations, setting up accounts, and ensuring the completion of necessary paperwork.

  • Maintain employee records and handle administrative HR tasks, including attendance tracking, benefits management, and time-off requests.

• Communication and Coordination:

  • Act as the main point of contact for internal and external stakeholders, addressing inquiries or directing them to the appropriate person or department.

  • Organize office events, meetings, and activities, ensuring smooth logistics and communication with participants.

• Health, Safety, and Office Compliance:

  • Ensure that the office is compliant with all relevant health and safety regulations.

  • Maintain a clean and safe office environment by coordinating maintenance, cleaning, and repairs when necessary.

• Team Support:

  • Provide administrative support to the leadership team and other staff members as needed.

  • Assist in preparing reports, presentations, and other materials for meetings and projects.

Tasks

• Implement new administrative procedures
• Review and evaluate new administrative procedures
• Delegate work to office support staff
• Establish work priorities and ensure procedures are followed and deadlines are met
• Carry out administrative activities of establishment
• Administer policies and procedures related to the release of records in processing requests under government access to information and privacy legislation
• Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
• Assist in the preparation of operating budget and maintain inventory and budgetary controls
• Assemble data and prepare periodic and special reports, manuals and correspondence
• Train staff
• Oversee and co-ordinate office administrative procedures
• Resolve conflict situations
• Monitor and evaluate

Required Skills and Qualifications:

• Proven experience as an office manager or in an administrative role.

• Strong organizational and time management skills.

• Excellent written and verbal communication skills.

• Proficiency in office software, including MS Office (Word, Excel, PowerPoint, Outlook), and familiarity with office management software.

• Ability to handle sensitive information with confidentiality and discretion.

• Excellent interpersonal skills and the ability to work effectively in a team-oriented environment.

• Strong attention to detail and problem-solving skills.

Preferred Qualifications:

• Bachelor’s degree in business administration, management, or a related field.

• Experience with financial management or accounting.

• Familiarity with HR processes and employee management systems.

• Ability to multitask and prioritize in a dynamic office environment.

Physical Requirements:

• Ability to sit or stand for extended periods.

• Ability to lift office supplies or equipment up to 25 lbs.

• Ability to work in an office environment with a variety of tasks and responsibilities.

Experience and specialization

Computer and technology knowledge

• MS Office

Additional information

Personal suitability

• Efficient interpersonal skills
• Flexibility
• Organized
• Reliability
• Ability to multitask
• Time management
• Adaptability
• Integrity
• Team player