Office Manager

Montreal

(Onsite)

We have partnered with a Canadian-based marketing agency that is part of an independent Network of Agencies strategically located across the world to provide global reach and capabilities who are looking for an Office Manager to join their team.

The Office Manager oversees, manages and implements daily administrative tasks to ensure the business’ operations run effectively and efficiently.

The ideal candidate will have at least 5 years administrative experience and can support in a variety of areas within our agency. This person also has the ability to understand the needs of our staff while being able to inspire employee engagement on a daily basis through special tasks and or events. Supporting both in office and working from home employees.

The Office Manager will also support in the execution of events and coordinate requirements for large meetings or conferences.

This person has the ability to prioritize and coordinate administrative services as it relates to office supplies, equipment, security and maintenance as well as basic administrative tasks to support the Team.

Responsibilities

• Coordinate and perform daily related tasks, meetings, interactions with third-party vendors and suppliers.
• Prioritize and coordinate administrative services for the company as it relates to supplies, equipment, security and maintenance services.
• Oversee and coordinate administrative procedures and review, evaluate and help implement new procedures as required.
• Oversee the maintenance & purchasing of equipment and supplies.
• Understand the needs of employees, identifies opportunities for engagement and provides recommendations.
• Manage employee cell phones as it relates to hardware, travel packs, and invoicing.
• Assist HR when needed, new hire onboardings and departures.
• Track employee vacation, personal and sick days.
• Manages and tracks vendor contract expiry dates / costs to ensure renewals are being processed and costs remain in-line with needs/ budget.
• Update and maintain our internal intranet (Wiki).
• Purchasing gift vouchers for employees birthdays.
• Assist finance in approval of vendor invoices.
• Assist in project management as required.
• Assist in Admin employee training and all aspects of employee engagement.
• Manage inventory, including shipping and receiving.
• Manage office desk bookings through our Matrix booking system, create reports.
• Oversee and control the shipping and deliveries as it relates to staff.
• Coordinate, organize and book company events.
• Coordinate, plan and book for employee business travel / conferences such as accommodations, travel, dinners and expenses
• Creating Jira Vacation tickets.
• Travel to conferences to assist throughout the conference. This might includes overnights at hotel, often a Sun-Fri.
• This is an on-site role that requires the employee to work at the office five days a week.

Qualifications

• Previous office administration experience, or equivalent transferable skills.
• University education, related training or equivalent experience.
• Must have excellent communication and organizational skills as well as the ability to multitask.
• Complete fluency in English, both written and spoken is essential.
• Experience using MS applications and Jira would be an asset.
• Effective project management skills.
• Strong sense of initiative.
• Strong understanding of business processes, operations, and organizational systems and structures.
• Flexible, driven and team-oriented.
• Ability to work under pressure, handle multiple tasks prioritize and meet tight deadlines.
• Hard worker and a proactive problem solver – no job too big or small.
• Professional with a friendly and positive disposition – Customer Service Oriented is a must.
• Experience in events management is an asset.
• Be able to travel occasionally.
• Remote or hybrid work arrangements are not available for this position.

The company offers a competitive annual salary, employer paid premiums for Head and Dental benefits, RRSP contributions, wellness allowance and much more!

If this sounds like the ideal position for you then apply today!