Office Manager - FULL TIME

Qualifications:

  • Previous Administration experience or relevant diploma/degree
  • Excellent verbal and written communication skills
  • Adept at meeting deadlines and efficiently manage multiple projects simultaneously
  • Ability to qualify for CPIC and security clearances as needed
  • Must be a team player and have strong customer service skills with an ability to provide and receive constructive feedback
  • Must have a valid Ontario Driver’s Licence and access to a vehicle

Duties / Responsibilities:

  • Support our team by acting as the first point of contact for all HR inquiries, triaging and providing hands-on support
  • Manage the principal’s day to day calendar, including making appointments and prioritizing the most sensitive matters
  • Play an active role with onboarding and offboarding
  • Oversee the day-to-day administrative operations of the office
  • Maintain an organized filing system for paper and electronic documents
  • Flexible, self-starter with strong communication, organization, and multitasking skills
  • Able to handle sensitive and confidential information
  • Knowledge of standard office admin practises and procedures
  • Ability to develop and sustain a level of professionalism across the team
  • Strong organizational skills and ability to multitask coupled with time management, deadline management, and minimal supervision
  • Self-managed and self-motivated
  • Assist in meeting client needs
  • Participate in meetings with clients, consultants, and authorities
  • Assist in preparing zoning analysis and reports
  • Liaison with staff to ensure proper resourcing of staff
  • Ensure that the process for our project life cycles is adhered to
  • Continually assess project flows and looks to improve efficiencies
  • Assist with proposals and help calculate rough timelines and fees
  • Manage the contract process including writing contracts, reviewing contracts, and following up with contracts
  • Ability to perform independently
  • Demonstrate creative and critical thinking
  • Own the challenge and the responsibility for finding solutions
  • Take initiative to learn whatever is needed and or required
  • Identify and assess customers’ needs to achieve satisfaction
  • Provide customers with updates
  • Identify and flag potential support issues
  • Flow calls through to appropriate internal contacts
  • Keep records of customer interactions, process customer accounts and file documents
  • Process online orders
  • Answering phone calls, texts, and emails
  • Assisting with quotes
  • Quote follow up
  • Establishing and maintaining a customer follow up system using Asana
  • Assisting with project scheduling
  • Assisting with client email, text and phone calls
  • Assisting with the setup and maintenance of scheduling apps such as Acuity.
  • Assist with Website maintenance
  • Assist with contract follow up
  • Filling of orders
  • Stocking supplies
  • General office errands (post office, accounting office, printing company, etc.)
  • Assistance with email and phone
  • Assistance with admin work for owners’ other businesses

Education and Training

  • Proficiency in Microsoft Office, Shopify, and QuickBooks
  • Understanding of Asana, Appointy, Canva and social media or similar apps/software
  • Experience in photography/photograph editing
  • Knowledge of some building / zoning terminology would be helpful