Your new company

A large property and real estate firm is looking for an office manager for their corporate services team.

Your new role

The responsibilities of this position will include, but not be limited to, the following:
Executive Assistant Duties

Expense report preparation and reconciliation for senior management.
Arrange travel and other reservations for senior management and particular managers, when applicable.
Management, coordination and execution of documents on behalf of a senior management team
Coordinate client meetings and catering for senior management
Coordinate internal management meetings for senior management as required
Office Management Duties:
Oversee day-to-day office operations, working effectively with staff from various departments.
Implement initiatives and events to foster a positive work environment and strong corporate culture.
Manage office space allocation, layout and facilities management.
Manage office procurement, budgets and expenses.
Organize and coordinate corporate special events and staff social functions for both companies.
Coordinate the company’s involvement in tradeshows, including travel and accommodation arrangements.

Draft and distribute company-wide announcements and memos
Manage and maintain meticulous organization of both physical and digital files, implementing efficient systems to ensure easy access and retrieval for all team members
Order office furniture, office supplies, stationery, business cards and leasing signs for office and site offices.
Manage the service contracts for mobile phones, office equipment such as phone systems, photocopiers, postage machine and computers.
Assist in troubleshooting office equipment including cellular devices and coordinating with IT to resolve office-related issues when necessary.
Oversee the tracking of all office-related equipment, including access cards, parking fobs, and lockers provided for staff.
Code and submit corporate invoices for payment, including chargebacks to properties.
Follow-up and track corporate legal matters and insurance claims.
Assist in security management of head office premises, including assigning keys and alarm codes to approved personnel
Manage the coordination of office renovations when applicable.
Assist with the maintenance and setting up of office software programs such as Skedda, Teams and Zoom.
Assist with special office projects and other duties as required
Coordinate vacation coverage for reception, and do coverage as may be required

What you'll need to succeed

Education and Experience

A degree or diploma in a related field is preferred.
Minimum five (5) years of related experience in administration or office management
Fluent in English, both written and verbal. Fluency in another language is an asset.
Intermediate computer skills, particularly in Microsoft Office applications (Microsoft Outlook, Excel and Word)

An established track record of excellent team management
Competencies
Dedicated to fostering a thriving workplace culture through effective leadership, collaboration, and employee development initiatives.
Exceptional interpersonal skills, with the ability to build positive relationships with colleagues and vendors.
Ability to present and communicate ideas and concepts at all levels of an organization and to different audiences.
Ability to independently research, learn, understand and implement new technologies.
Practical judgement and strong decision-making skills
Excellent communication skills, both written and verbal
Ability to work efficiently under pressure and maintain a calm focus
Detail oriented with exceptional analytical and problem-solving abilities
Positive self-starter, self-motivated, hands-on mentality with the ability to work independently and in a team environment

What you'll get in return

$75-85K salary along with 3 weeks' vacation and healthcare benefits

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.

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