Job Description

The Role:

Background, context, and vision for this role.

The Office Manager owns and executes elite-level routines that ensure the office is consistently clean, organized, operational, and prepared. This role proactively manages office operations, supports executives, and maintains a high standard of professionalism, responsiveness, and follow-through. The Office Manager identifies issues before they arise and follows disciplined daily/weekly cadences. This person will be responsible for a variety of external-facing, employee-facing, and behind-the-scenes activities to help ensure smooth company operations.

The Why:

Why this role exists and why it is critical to the organization.

This role exists to help our organization run as smoothly as possible, by supporting the President and other Leadership Team members in making their roles as effective as possible. The goal of this role is to free up as much of our Leadership Team's time as possible so they can focus their time on the things most critical to our business. If we can save 10-15% of our President's time and 5-10% of five other people's time, this role will be a huge success.

The Who:

The key characteristics this person must have to be successful in this role.

The What:

What?this?role?is responsible for.

1. Assist Canadian Team

a. Make travel arrangements

Hotel, airfare, rental cars Event registrations
b. Coordinate and schedule internal meetings

c. Prepare internal communications for dissemination

d. Print and assemble documents as needed

e. Scan and copy documents as needed

f. Pack and send packages

g. Process expense reports for Leadership Team approval

h. Fulfill information and research requests from Leadership Team (research and provide information on a prospective client, for example)

i. Review employee credit card statements and flag items for Manager review

j. Prepare, proof & edit executive reports

k. Assist with marketing material and executive presentations

2. Meetings

a. Meeting Prep

b. Meeting Planning

Help plan meetings Seek input and draft agendas Schedule meeting with attendees Take meeting notes/minutes as needed Publish meeting notes and to do's

3. Reception

a. Front Desk: Will be stationed at front desk to welcome visitors to the office

b. Office Phone: Serve as primary receptionist for incoming T&S office phone calls (need to set schedule)

c. Serve as initial point of contact for T&S job candidates via phone and email

4. Scheduling

a. Coordinate schedules for group meetings

b. Schedule interviews with candidates and managers

5. Facilities Management

a. Manage Office Maintenance/Property Care

Determine internal/external cleaning, maintenance, and property care needs Manage all cleaning and maintenance services for the office (See "T&S Office Maintenance Responsibilities" document) Create, maintain, and follow facilities calendar Create and manage relationships with facilities vendors Periodically check the market to ensure reasonable vendor pricing Weekly walkarounds to look for maintenance needs Arrange service with contractors as needed Communicate special needs to providers
b. Manage Office Housekeeping

Keep the office tidy and organized. Be vigilant regarding the accumulation of junk! Daily office walkthroughs looking for areas that need to be tidied or cleaned

6. Office Management

a. Meeting Rooms

Prepare/arrange meeting rooms for meetings and clean up after (Leadership Team lunches, company trainings, company meetings, etc.) Room in good condition Furniture arranged as needed Technology up and running Keep board room stocked with soda and water
b. Meals: Order and set up internal food/meals for meetings/events

c. Break Room Management

Run and empty dishwasher Refrigerators Empty and clean refrigerators monthly Keep refrigerators organized Coffee Daily cleanup Keep supplies stocked Break room/kitchen cleanup as needed after events Manage kitchen organization Order and stock kitchen supplies/utensils as needed Manage Office Vendors Coffee Vending Machines
d. Office Supplies: Manage office supplies (ordering and organization)

e. Office Plants: Take care of office plants

f. Decorations: Coordinate office holiday decorations

g. Exterior Lights: Manage exterior office sign light colors

Events

a. Arrange and plan logistics for company events

b. Social Committee: Serve on Social Committee and manage Social Committee Communication to company and outside parties

c. Arrange and plan company social events (Christmas party, picnic, barbeques, etc.)

d. Company Events

Manage TSEvents Calendar Employee Birthdays Employee Anniversary Dates

8. Technology

Keep company shared drives organized Manage and organize electronic company photos

9. Quality Assurance of Operations Processes

Implement Director of Operations' ideas for the systems and processes for project management. Quality control of revisions on documents. Create a system to receive new process ideas, vet those ideas, present those ideas, document changes, and roll out updated processes.

10. Central Point Person for Operations Processes

Serve as the expert for operations processes and provide top-notch customer service to internal teams when they have questions, ideas, etc. Serve as the primary training on operations processes for new hires. Prepare and update New Hire Packages Effectively communicate process changes and have incredible follow up to ensure understanding. Learn and become an expert user for our accounting to software and serve as a trainer and point person for it. Serve as a the primary point person for jobsite administrators for their processes and their questions. Maintain and update all safety documentation as instructed including revision control, manuals, forms, COR program, etc. Manage journeyman program including apprenticeship management Assist in maintaining CWB (Canadian Welding Bureau) program documentation Participate in the Office Safety Committee Support the field staff as needed including direct communication with field staff Manage cell phone plans Coordinate new hire information from the site to maintain accurate records Maintain safety statistics by working with the field to obtain information

11. General Administrative

Keep employee address list up to date Data entry projects within our HRIS Manage sign-up and coordination for various company events, etc. Assist in company apparel program Assist in administrative projects when needed

Education

Post-secondary diploma or degree in a related field preferred

Experience

5+ years of progressive administrative experience Prior experience in event coordination, scheduling, and travel management Experience working in a professional, fast-paced office environment

Technical Skills

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Comfortable with cloud-based platforms and file management Ability to learn and become proficient in industry-specific or internal tools

Core Competencies

Exceptional organizational skills and attention to detail. Strong written and verbal communication skills. Proven ability to manage multiple priorities simultaneously and meet deadlines. Ability to work independently and take initiative. Strong problem-solving and critical thinking skills. Discretion in handling confidential or sensitive information. Ability to occasionally lift packages or set up office spaces/events (~20 lbs)
Job Type: Full-time

Expected hours: 40 per week

Benefits:

Dental care Extended health care Life insurance RRSP match
Schedule:

Day shift
Work Location: In person