Office Manager Jobs

Office Managers are the backbone of every company and it’s no different for us. This role is instrumental in making sure everything in the office runs smoothly on a daily basis, which means ensuring office equipment is maintained, all records are up to date, whilst carrying out several administrative tasks. The Office Manager is the first point of contact and is responsible for making sure everyone feels welcomed, so a friendly disposition is required.

This role will suit an Office Manager who believes variety is the spice of life and is able to multi-task working across general office functions, supporting accounting and invoicing, project support and helping to improve company procedures and day-to-day operations.

This position is Monday – Friday, 40 hours/week. Willing to consider 0.5 FTE for the right individual.

Hybrid possible after completion of onboarding.

COVID-19 considerations: Focal Engineering follows Covid Protocols from Work Safe B.C. and the Provincial Health Officer.

Key Responsibilities

• Orders and maintains office supplies & equipment including liaising with vendors
• Administer financial tasks such as setting up billings and payroll, creating electronic fund transfers and other payments, liaising with bank, completing expenses, creating monthly reports, following up on overdue invoices, etc.
• Provide general administrative support
• Provide a high level of administrative support to the team by composing and editing a variety of documents and managing the company calendar. This may include highly confidential correspondence, spreadsheets, contracts, proposals and presentations.
• Prepare project summary for weekly workload meetings
• Acts as the first point of contact to visitors, answering all in-coming calls in a courteous and professional manner, taking messages as needed and directing visitors accordingly.
• Maintains the office space in a clean and professional manner. This is the responsibility of all office users; however, this role is the “catch all” when protocols are not being followed.
• Assist with marketing including events, website, social media, electronic and printed material
• Organize corporate meetings and special events including coordinating catering, venues and reservations.
• Manage distribution and collection of mail and packages, as well as invoices and cheques.
• Assist with travel coordination as required
• Asist with general HR tasks such as onboarding and offboarding

Qualifications

• 1-2 years of experience in an office/administrative support role
• Post-secondary certificate or diploma in Office or Business Administration an asset or equivalent years of experience
• Ability to handle sensitive information with discretion and maintain confidentiality

Skills and Competencies

• Attention to detail and accuracy are required
• Strong analytical and problem-solving skills with the ability to identify areas for improvement
• Numerically inclined with good analytical and problem-solving skills
• Previous experience with Deltek, Ajera, SquareSpace an asset
• Highly motivated self-starter who works independently, and is also team oriented
• Proficiency with Office 365 and learning new software
• Excellent interpersonal, verbal, and written communication skills required
• Excellent organizational skills
• Strong initiative and ability to manage time and projects independently
• Good ability to shift focus between changing priorities

Why Focal?

• Our Contribution:We offer a comprehensive compensation and benefits package to help build healthy lifestyles and strong relationships.
• Our Commitment:We value leadership, quality and integrity and are committed to diversity and gender inclusion.
• Our People:We are a dog friendly office! We also like to have fun and enjoy regular team lunches, treats (Pi Day!), and team building activities.
• Our Work:We are a small firm making a big difference to energy performance of buildings across North America. We participate in a wide range of exciting projects and know that our work is having a positive impact on the environment.

How to Apply

Please submit your resume and cover letter in one PDF to [email protected]. We believe diversity drives innovation which guides our values and success. Our job postings are a point of discussion rather than an absolute requirement. No matter your personal background or experience, we strive to hire the best person. We encourage everyone interested in our industry to apply. We celebrate multiple approaches and points of view, so don't wait! We look forward to reviewing your application.

No phone calls please. While we appreciate all responses, only candidates under consideration will be contacted. Please note that only those already entitled to work in Canada legally need apply.