Job Description

Overview:

Over 100 years in business, the Arrow Group of Companies has led the way in developing service focused transportation solutions by working with a broad range of customers, hauling a wider variety of products, and expanding our presence throughout Canada and the United States. Arrow is an industry leading transportation, distribution and materials handling organization.

Our Kamloops McMaster office acts as Headquarters for our Corporate Operations Team. Approximately 30 employees work out of this location including our Executive, General & Regional Managers, Directors, Support Services and our IT Team. The Office Manager/Executive Assistant position is best described as the 'Heart of the Office' and works to support the Arrow Team.

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Arrow Careers
We Offer:
Competitive Compensation Pension matching program Extended medical benefits. We offer a 'Flex Modular' Extended medical plan which allows you to choose what is most important for you and your dependents Free Parking Direct Deposit Pay Monday-Friday 8:00am-4:30pm The stability of a 100+ year old company and the spirit of an innovative and entrepreneurial organization

As advocates of equal opportunity, we welcome applications from individuals of all backgrounds. We firmly believe that diversity fosters innovation and contributes to the success of Arrow.
Responsibilities:

Reporting directly to the Executive Assistant, the Office Manager's primary role is to perform front reception, administration, and office management duties, as well as support the Directors and Regional Managers with calendars, travel arrangements, and other duties as assigned. The Office Manager may also provide backup support to the Executive level on an as-needed basis. The Office Manager has the ability to work well under pressure, is able to work on various projects both individually and in a team setting, conducts themselves in a professional manner, and handles all confidential matters with discretion.

Office Management

Continually research and streamline the most efficient ways in which to manage the office from a cost, operational and process perspective. Manage all aspects of weekly, seasonal and annual office and building maintenance, including cleaning, recycling, garbage access, security, yard maintenance, snow removal, etc. Coordination, organization and assistance with Arrow committees, including safety, office management and office parties. Ensure supplies are sufficiently and appropriately stocked in office for kitchen, cleaning, office supplies, etc. Ensure common areas are always clean and presentable. Manage schedules for shared office vehicles, ensuring all shared vehicles used by the office are properly maintained and serviced as required.

General Administration and Reception Duties

Manage front reception between the hours of 8a.m. to 4:30p.m. (M-F). Answer phones, forward calls, take messages and greet all visitors that come to the office in a courteous and professional manner

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Manage all aspects of incoming and outgoing mail, couriers and shipments/packages. Manage all aspects of monthly reconciliation of Kamloops Corporate Visas. Ensure office equipment is always ready for use (filling photocopiers with paper, ensuring color cartridges are on hand, calling repair companies, etc.). Coordinate meetings, including room bookings, conference calls, invitations, lunches, dinners, as well as ensure all glasses, dishes etc. are cleaned up after each meeting. Support event logistics and execution as needed at the direction of the Executive Assistant, including set-up and coordination. Manage promotional inventory in the promo room and keep organized, tidy and stocked. Support the marketing department's programs and projects (i.e., promotional orders, etc.) Support the HR Department programs and projects (i.e., Years of Service Program, Jacket program, Holiday Cards, Workplace Surveys etc.). Assist in organizing HR workshops (Supervisory, Driver Mentor) as needed. Coordinate and manage the Birthday Card Program, distributing cards in a timely manner. Manage the building's security system and employee access. Responsible for all aspects of petty cash, including obtaining appropriate approval for all reimbursement requests and monthly reconciliation. Responsible for reviewing, coding, obtaining approval and entering invoices. Work closely with Accounts Payable department to ensure all invoices received are distributed to the correct divisions. Office support, including photocopying, preparing of bound presentation books, etc. Arrange ordering/delivery of meeting lunches as requested. Assist and support for all Divisions of Arrow. Book travel arrangements as requested. All other duties as assigned.

Working Conditions

Full-time, in-office positions (not remote/hybrid). Professional Office Environment. Occasional weekend or evening availability for special events.

You Possess:
Post secondary education required in a related field. 5 years of related experience required. Relevant experience and post-secondary education in Office Management or Administration preferred. Proficient in Microsoft Excel, Word, Outlook, and able to quickly learn new applications. Strong communication skills, both verbal and written. Demonstrates initiative, problem-solving ability, and a strong safety mindset. Able to prioritize, execute tasks efficiently, and adapt to a fast-paced, diverse environment. Committed to accuracy, quality, and customer service excellence (internal and external). Responsible, dependable, ethical, and demonstrates integrity. Professional appearance and demeanor in all interactions. * Flexible, with a positive team attitude and strong interpersonal skills.