Job Description

The Office Administrator will work directly with Manager of Finance and Performance and President & CEO to manage and run Sightline's office and operations for maximum efficiency.

DUTIES AND RESPONSIBILITIES:

Managing Daily Operations:

- Manage, schedule, and coordinate internal/external meetings, ensuring they are properly set up and tidied after use. Manage the company calendar, ensuring Outlook calendars are always updated and accurate.

- Book external meeting spaces when needed. Host, greet, and welcome visitors with a warm and professional demeanor, ensuring their needs are met and they feel comfortable in our office environment. This includes setting up food and beverages and preparing gift bags when needed.

- Maximize the use of office space, including organizing storage and stocking cleaning supplies, office supplies, stationery, and corporate merchandising.

- Manage and stock the kitchen with snacks and beverages, tidy, and coordinate cleaning and maintenance.

- Organize internal company events such as team appreciation days, client dinner reservations, purchase conference tickets, and other events.

- Organize company travel and coordinate with our travel agency for a smooth and safe employee trip.

- Manage incoming phone calls and emails, directing them to the appropriate parties and taking and delivering necessary messages.

- Maintain the directory of company contacts and produce specialized contact lists upon request.

- Assist Sightline's marketing, which includes creating content and overseeing our email marketing efforts.

- Manage and organize Sightline's client engagement strategy for special events, holidays and other occasions.

- Lead the information management and review of ongoing provincial and municipal (i.e. council) initiatives that are noted on government websites, publications to keep Sightline informed.

Quality Control of Business Practices:

- Work with the President & CEO and Project Management Chair to manage our project Matrix. This involves ensuring the team meets targets and deadlines and maintains a smooth and organized workflow.

- Proofread documents for grammar and punctuation and ensure quality control and adherence to company standard guidelines.

- Manage and organize our digital records directory.

- Prepare agendas, take meeting minutes, delegate action items, and manage their completion.

- Draft, submit, track, and manage client service agreements.

- Create and submit client invoices.

- Coordinate training and professional development opportunities for the team.

- Assist in HR efforts, including writing job descriptions, recruitment, onboarding, employment agreements, benefits, and organizing performance reviews.

- Maintain the directory of company policies and guidelines and coordinate yearly performance reviews.

- Assist the team in continuously improving our business processes.

Financial Management:

- Perform basic bookkeeping tasks (expense tracking, organizing receipts and invoices).

- Track overtime and vacation banks.

Qualifications:

- Be a self-starter, proactive, flexible and solution-oriented with a growth mindset.

- A college diploma or bachelor's degree in a relevant field (human resources, office administration, or business management preferred).

- Be a Canadian citizen or have Permanent Resident status.

-Ideally 5 years of experience in Office Administration, Office Management, or similar.

- Experience in Project Management.

- Proficiency in MS Office and great Excel skills.

- Exceptional organizational and communication skills.

Assets:

- Experience with graphic design and email marketing.

- An interest in Real Estate.

- A secondary language is appreciated.

Benefits

At Sightline, we believe every employee is valuable and worth taking care of and investing in. We offer a supportive work environment with four weeks of vacation, yearly salary increases, bonuses, health benefits, RRSP matching, a health expense account, monthly team appreciation days, professional development opportunities, and more!

Job Types: Full-time, Permanent

Pay: $53,000.00-$66,000.00 per year

Additional pay:

• Bonus pay

Benefits:

• Company events
• Dental care
• Extended health care
• Paid time off
• RRSP match
• Vision care
• Wellness program

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Experience:

• Office Administration: 3 years (required)

Language:

• English (required)

Work Location: Hybrid remote in Halifax, NS B3J 1T8

Application deadline: 2025-02-16