Job Description

Responsibilities

Office and Administration Manager Reflex Integrated Inc. is a leading Canadian-based IT service provider. We provide end-to-end IT solutions to support existing and growing business needs for clients across North America. We are a dynamic and rapidly growing company that is looking for a skilled Office and Administration Manager to join our Team in the Toronto office. As an Office and Administration Manager, you will manage, organize, and coordinate office administration and procedures, and support Reflex executives (CEO and COO) to ensure organizational effectiveness, efficiency, and safety. You will be responsible for developing intra-office communication protocols, streamlining administrative procedures, office inventory control, event organization, and other administrative tasks. The successful Office and Administration Manager is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges. Roles and Responsibilities

• Overall be the main key point person for Reflex office day to day management and maintenance, mailing, shipping, office health and safety, office supplies, and staff equipment.
• Provide admin support to Reflex CEO and COO.

This includes, but not limited, to the following:

• Organize and implement office operations and procedures
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, supply requisitions are reviewed and approved, and clerical functions are properly assigned and monitored
• Manage relationships with office vendors, service providers, and landlords, ensuring that all items are invoiced and documented
• Manage contract, and price negotiations with office vendors and service providers
• Provide general support to visitors
• Managing office security and standard practices for the business operations
• Coordinate with IT operation, finance, and HR department on all office equipment and onboarding
• Track office budget and provide frequent reports to COO. Responsible for ensuring office financial objectives are met, planning efficient and effective office expenditures, ensuring Reflex receive the best value for money spent
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
• Understands and follows all health and safety policies and procedures (including fire and safety programs). Works safely to reduce the risk of injury and promptly reports all actual or potentially hazardous situations.
• Planning and execution of company events and meetings
• Organizing travel for individuals or teams and conferences and trade shows
• Purchasing office supplies and equipment and maintaining proper stock levels.
• Supports day-to-day activities on the full range of Office and Admin-related tasks.

Qualifications and Experience

• College diploma in Office Administration or related field of study.
• 5+ years of experience in office administration
• Excellent computer skills, including a high degree of proficiency in Microsoft Outlook, Excel, Word, and PowerPoint
• Good knowledge of admin functions, office management, and best practices
• Excellent written and verbal communication skills
• Personable, customer service oriented and demonstrates of effective communication
• Keen attention to detail and commitment to quality, accuracy, and efficiency
• Demonstrated commitment to confidentiality and the handling of sensitive information
• Demonstrated reliability, integrity, and diligence in the position
• Resourceful and flexible
• Solid organizational skills and time-management
• Strong client-facing and teamwork skills. Strong interpersonal and client service skills.
• Ability to work with people (clients and internal staff) in a professional manner.
• Ability to support employees in a tactful and effective manner.

• Self-motivated mindset to drive results
• Open-minded, team player, with a willingness to learn and improve

Benefits

• Extended health care (including prescription drugs)
• Dental and Vision care
• Disability insurance
• Critical Illness coverage
• Life insurance
• Training Reimbursement
• Generous time off
• Birthday day off

To apply for this position, please attach your resume. We thank you for your application but only those chosen for an interview will be contacted. Please no recruitment agencies. Please note that any offer of employment will be conditional to references and criminal background checks. Job Types: Full-time, Permanent Benefits:

• Company events
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Work from home

Schedule:

• 8 hour shift

Ability to commute/relocate:

• North York, ON: reliably commute or plan to relocate before starting work (required)

Experience:

• Office Management: 5 years (required)
• Administrative experience: 5 years (required)

Benefits