Office Manager - FULL TIME

We are looking for a fun loving, outgoing, and organized Office Manager. You will work with the team on the day-to-day work of residential projects. You must be detail oriented, self-motivated, and demonstrate initiative. We are looking for people with fantastic project management and time management skills, who can manage multiple projects, at different project stages, at the same time.  As a family oriented business, we can have some flexibility in start and end times (shorter work days) if needed to meet family needs on a consistent basis.

 

Qualifications:

  • Previous Administration experience
  • 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 as we are a rural business

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 as needed
  • 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
  • Assisting with:
    • project scheduling
    • client email, text and phone calls
    • setup and maintenance of scheduling apps such as Acuity
    • Assist with Website maintenance
    • Assist with contract and quote follow up
  • Process online orders
  • Filling of orders
  • Stocking supplies
  • General office errands (post office, accounting office, printing company)
  • Assistance with admin work for owners other business

 

Education and Training

  • Proficiency in Microsoft Office, Shopify, and QuickBooks
  • Understanding of Asana, Appointy, and social media or similar apps
  • Diploma in Business Admin or similar preferred but not required.

 

 

Please send your resume and portfolio to lisa@houseofthree.ca. We thank all applicants for their interest, but only those selected for an interview will be contacted.