office manager Job in Canada with Visa sponsorship by Mainland Solutions

Key Responsibilities:

1. Office Operations Management
   • Oversee the general day-to-day operations of the office to ensure smooth workflow.
   • Manage office space, ensuring it remains organized, clean, and functional.
   • Coordinate office activities, including scheduling meetings, events, and conferences.
   • Ensure office equipment (computers, printers, phones) is properly maintained and serviced when necessary.
2. Staff Supervision and Support
   • Supervise and support administrative staff, including receptionists, clerks, and office assistants.
   • Provide training and guidance to new employees and ensure they have the resources to perform their tasks effectively.
   • Assist with staffing needs, including scheduling shifts and managing time-off requests.
   • Monitor team performance and assist with performance evaluations.
3. Financial and Budget Management
   • Assist with preparing and managing the office budget, including tracking office expenses.
   • Approve office-related purchases and monitor supply usage to avoid over-spending.
   • Handle invoice processing and coordinate with the accounting department to ensure payments are made in a timely manner.
4. Administrative Support to Senior Management
   • Provide administrative support to senior management, including calendar management, meeting coordination, and travel arrangements.
   • Draft and proofread correspondence, memos, and reports.
   • Assist with the preparation of presentations and meeting agendas.
   • Maintain accurate filing systems for important company documents, both digital and physical.
5. Vendor and Facility Management
   • Liaise with vendors, service providers, and contractors for office-related services, such as cleaning, IT support, and supplies.
   • Oversee maintenance and repair of office facilities, coordinating with external service providers as needed.
   • Negotiate and manage contracts with external vendors to ensure favorable terms and cost savings for the organization.
6. Health, Safety, and Compliance
   • Ensure the office complies with health, safety, and legal regulations, including fire safety, emergency protocols, and other workplace standards.
   • Implement and monitor office safety procedures, such as first aid, emergency exits, and ergonomics.
   • Ensure all employees are aware of and adhere to company policies and procedures.
7. Communication and Customer Service
   • Serve as the primary point of contact for internal and external communication.
   • Handle inquiries from clients, customers, and visitors in a professional and courteous manner.
   • Foster positive relationships with clients, vendors, and other external stakeholders.
8. Document and Records Management
   • Oversee document management, ensuring all records (electronic and paper) are filed, organized, and stored according to company policies and industry regulations.
   • Assist with archiving and retrieving documents when needed.
9. Project and Event Coordination
   • Assist with planning and coordinating company events, team-building activities, and special projects.
   • Manage office-related projects from start to finish, ensuring that tasks are completed on time and within budget.

Tasks

• 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
• Oversee and co-ordinate office administrative procedures

Experience and specialization

Computer and technology knowledge

• MS Excel
• MS Office
• MS PowerPoint
• MS Word

Additional information

Work conditions and physical capabilities

• Fast-paced environment
• Work under pressure
• Attention to detail

Required Qualifications:

• Education:
  • Bachelor’s degree in Business Administration, Office Management, or related field (preferred but not always required).
  • High school diploma or equivalent required.
• Experience:
  • 3+ years of experience in office administration or management, preferably in a similar industry.
  • Experience with managing a team of administrative staff is highly desirable.
• Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software (e.g., G Suite, project management tools).
  • Strong organizational and time-management skills.
  • Excellent verbal and written communication skills.
  • Strong problem-solving skills and the ability to handle multiple tasks simultaneously.
  • Knowledge of office health and safety regulations.
• Personal Attributes:
  • Highly organized, detail-oriented, and able to prioritize tasks effectively.
  • Strong leadership and interpersonal skills, with the ability to manage and motivate staff.
  • Adaptable and able to thrive in a fast-paced and dynamic work environment.
  • Discretion and confidentiality when handling sensitive information.

Benefits

Other benefits

• Transportation provided by employer