Job Description

Requisition ID: 163595

Job Level: Mid Level

Home District/Group: Eastern Canada District

Department: Accounting

Market: Transportation

Employment Type: Full Time

Position Overview

The Office Manager will perform a variety of administrative, organizational and executive support duties, requiring flexibility with assignments and the ability to work with a geographically dispersed team of development professionals. #LI-HM1

The Office Manager will need to have a strong background supporting administrative functions and assist the overall office management. This position is for an in-person role, based in Oakville. The Office Manager will report directly to the Area Managers of Mass Electric Canada.

District Overview

Mass. Electric Construction Co. (MEC) is a subsidiary of Kiewit Corporation, and an industry leader in transit and rail systems' construction and maintenance throughout the United States and Canada. MEC specializes in the installation of Overhead Contact Systems (OCS), Traction Power Substations (TPSS), Signaling and Train Control, Communications, and Control Centers.

Location

This position is based in Oakville.

Responsibilities

The Office Manager will support the team in the following areas.

Office management, including:

• Managing main reception desk - greeting visitors and directing them as needed
• Answering main office line in a timely and professional manner
• Receiving and routing incoming packages and mail
• Assisting in maintaining a clean and efficient office environment, including kitchen and boardroom areas
• Maintaining office supply inventory and unpacking supplies
• Scanning, copying and distributing correspondence or other printed materials
• Office desk / computer set up, stationary supplies and access passes and security FOBs
• Managing internal cloud storage/data systems (SharePoint, OneDrive) by uploading and managing online folders, as appropriate
• Proofreading and formatting presentation materials, as may be required

Executive team support, including:

• Supporting executive team travel bookings and expense submissions
• Being the main point of contact for Mass Electric executive team inquires
• Acting as Mass Electric corporate district liaison for all head office updates
• Work closely with and assist executives in coordinating meetings
• Assist with special projects, as may be required
• Other administrative tasks, as may be required

Meetings and events coordination, including:

• Assisting with scheduling conference room bookings
• Arranging for dining reservations as well as receiving catering orders for team members' internal and/or external business meetings
• Coordinating all team socials and local events
• Setting up AV requirements for any team meetings and onsite executive presentations
• Being proactive in offering support with presentation set up, virtual meetings, external guest support
• Scheduling all annual/ quarterly meeting for the broader Mass Electric and executive teams
• Supporting conference and industry event registrations, conference sponsorships and memberships
• Manage team travel schedule
• Coordinating social media posts for Mass Electric
• Coordinating logistics for all conference dinners, events and meetings

Expense management, including:

• Expense management, tracking and submission of office expenses and executive team members' expenses
• Coding and submitting office/corporate invoices
• Creating and submitting project purchasing orders, as applicable
• Tracking specific project invoices
• Following up with Accounts Payable to ensure payment is completed in a timely manner
• Reconciling invoices within internal systems

Working Conditions:

• Fast-paced office environment; must be able to interact professionally with all levels of management while simultaneously managing a diversified workload and challenging situations efficiently and effectively
• The role is in person, in Oakville
• Regular business hours, with the flexibility to accommodate meetings outside of that timeframe

Qualifications

• Relevant college / post-secondary education
• Relevant administrative experience
• Excellent spelling and grammar skills
• Excellent communication skills (verbal and written) and comfortable presenting
• Excellent organizational and time management skills
• Ability to multi-task and prioritize
• Detail-oriented with strong analytical skills
• Ability to work well with others in all capacities within a corporate environment
• Exceptional skills in Outlook, Microsoft Word, Excel & PowerPoint

Additional Requirements:

• Absent an approved exemption, due to federal, state, local, provincial and/or client-requirements, this position may require an individual to be fully vaccinated by a Health Canada-approved or authorized COVID-19 vaccine or undergo weekly testing upon hire and as a condition of continued employment.

We believe in equal opportunity in employment practices without discrimination and comply with all laws regarding human rights in the provinces where we operate.