Office Manager

Position Summary:

The Office Manager provides assistance to the Project and Project Management. Duties include clerical assistance with correspondence, assistance with Joint Venture Board activities; and secretarial support as well as routine office related functions.

Responsibilities

• Assists the Project Management of their schedule, utilizing MS Outlook (planning/arranging events and meetings).
• Provides administrative support to the company Management in a variety of capacities, including screening incoming calls and correspondence and responding independently when possible.
• Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget.
• Prepares confidential correspondence, reports and other complex documents.
• Performs complex and confidential secretarial functions including composing correspondence. Responds to routine external correspondence.
• Types emails, purchase requisitions, payment requests, travel requests and other department forms and documents.
• Creates and maintains database and spreadsheet files.
• Arranges complex and detailed travel plans and itineraries, compiles documents for travel related meetings.
• Prepares Executive Team’s expense reports and monthly reimbursements.
• Maintains confidentiality of all corporate, personnel and research matters.
• Reconciles corporate credit card accounts.
• Assist, when necessary, with the IT support for video conference calls for meetings.
• Configures telephone equipment and coordinates telephone service with network supplier.
• Maintains essential inventory of office supplies, and ensures good working order of office equipment and efficient running of office.
• Evaluates and recommends purchase or leasing of office equipment.
• Other duties as required from time to time.

Knowledge, Skills, and Abilities

• Problem solving – the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.
• Interpersonal skills – the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
• Oral communication – the individual speaks clearly and persuasively in positive or negative situations and demonstrates group presentation skills.
• Written communication – the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Planning/organizing – the individual prioritizes and plans work activities and uses time efficiently.
• Quality control - the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Adaptability – the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Dependability - the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.

Experience/Qualifications:

• Preference for candidates with secretarial and/or certificate or equivalent experience.
• 5 year+ experience with customer service principles and practices.
• Customer focused and able to nurture positive customer relationships.
• Highly organized and with a high degree of attention to detail.
• Organizational, communication and high level of confidentiality qualifications.
• Working experience with customer service principles and practices.