Office Manager Jobs

Are you eager to be part of a dynamic and culturally diverse organization? Tired of the brutal commute through the GTA? Excited about the prospect of contributing to the security of the global food supply chain?
Coldbox specializes in the Plan. Design. Build. of environmentally controlled manufacturing and logistics facilities for the global food and pharmaceutical industries. Our engineering and construction teams work as a single source to create practical construction solutions that meet regulatory requirements, maximize energy and production efficiencies, and deliver on clients’ expectations.
Based in beautiful Burlington, ON, we are currently seeking an experienced local Office Manager to join our growing company. This is an office-based position located at 5500 North service Road
Key Purpose
The Office Manager is responsible for managing the day-to-day operations of the corporate office, performing a variety of administrative and organizational duties, supporting reception, and providing logistical support to remote employees. The Office Manager is responsible for establishing and maintaining an electronic documentation/filing structure and ensuring office software systems and equipment operate efficiently and seamlessly, taking prompt action to address any issues or challenges. They lead or support corporate event planning and execution and participate on the office Joint Health & Safety Committee (JHSC).
Key Responsibilities and Duties
Office Management
▪ Initiate, oversee, or support all administrative duties in the office to ensure its smooth operation.
▪ Maintain a clean and organized office environment including kitchen and meeting rooms.
▪ Ensure office equipment including printers, plotter, kitchen appliances are operating effectively.
▪ Manage office supplies/inventory including order placement and credit card payments.
▪ Create and submit purchase orders and invoicing as applicable.
▪ Receive and sort incoming mail and deliveries and manage outgoing mail and courier.
▪ Resolve facilities issues with property management including HVAC, lighting, cleaners, security, etc.
▪ Develop or update office policies and procedures and ensure they are implemented appropriately.
▪ Provide reception coverage when clients or other visitors are scheduled or attend.
▪ Maintain and manage office and building access badges/fobs.
▪ Other Administrative Tasks As May Be Required.
IT and Related Systems and Support
▪ Onboard and support employees with basic technology needs, tools and processes including key software applications such as MMS Office, SharePoint, and Teams. Assist with office desk/computer set-up.
▪ Update and maintain contact lists and passwords on various platforms as required.
▪ Liaise with outsourced IT consultant on all technology-related issues, including rapidly responding to staff problems and network outages.
▪ Participate in “Virtual CIO” committee meeting (as required).
▪ Manage cell phone contracts (Canada and US), YOVU office account, and hardware.
Meeting and Event Coordination
▪ Schedule all annual/quarterly/monthly meetings and events.
▪ AV set-up for meeting rooms and events.
▪ Provide guest support for WIFI access, meeting room set-up, etc.
▪ Coordinate or support all company/team local social events.
▪ Support conference and industry event registrations, memberships, and sponsorships.
▪ Carry out research and present findings as required.
▪ Arrange dinner reservations and/or catering orders for team member internal and/or external business meetings.
▪ Manage team travel bookings and/or travel provider accounts.
Project Support
▪ Lead or assist on special projects and initiatives as required including office equipment or furniture purchases, office renovations/reorganization/relocation.
▪ Support IT software implementation and training coordination (as required)
Other Requirements
▪ Participate on the Joint Health & Safety Committee (JHSC).
▪ Perform work safely and contribute to the maintenance of a healthy and safe work environment.
▪ Support executive calendar management and scheduling as required.
▪ Support US and site-based employees with IT, travel, phone and accommodations as required.
▪ Regular, reliable attendance during normal work hours.
▪ Occasional overtime and weekend work to support company events, projects or priorities as required.
▪ Limited travel to support company events or remote office requirements as necessary.
Key Knowledge and Skills
▪ Highly organized, detail oriented with excellent time management skills
▪ Technologically savvy and comfortable with computers and equipment
▪ Proficiency in Microsoft Word, Outlook, Excel, and PowerPoint
▪ Excellent verbal and written communication skills
▪ Strong planning and problem-solving abilities
▪ Professionalism and confidentiality
▪ Ability to anticipate issues and needs
▪ Ability to multi-task and prioritize
▪ Resilient and adaptable
▪ Upbeat and personable
▪ A warm and welcoming service-oriented demeanor
Education And Experience Requirements
▪ Post-secondary degree in administration or related field
▪ A minimum of 3-5 years of experience in an Office Manager or other related or relevant administrative role
▪ Experience in a fast-paced multi-cultural office environment
▪ Construction or related industry experience an asset
If you have the qualifications as outlined above and are interested in playing a pivotal role in a growing and dynamic company, please submit your resume.
Based in beautiful Burlington, Ontario, Coldbox offers:

• Competitive Salary
• Performance Bonus Program
• Training and development opportunities
• Benefit Program (including a Health Spending Account)
• Highly collaborative work environment
• Employee Assistance Program

Coldbox is committed to maintaining and supporting a safe work environment for all employees, sub-contractors, suppliers, or clients and other site visitors.
We are an equal opportunity employer and welcome a diversity of applicants. We offer a friendly, culturally diverse and energetic work environment, competitive compensation and benefits, social activities, team-building events, and career development opportunities.