Office Manager
CENX - Ottawa, ON

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CENX is growing! We’re looking for an enthusiastic, professional individual to join our Ottawa team. As the Office Manager, you will be responsible for the effective and efficient management of day-to-day operations of the Ottawa office. You will plan and oversee all facilities, administrative support and office services for the office, including coordinating and communicating office activities; office relocation and/or office set-up; reception duties; shipping and receiving; supplies and stationery. You will also be responsible for the security and safety requirements of the organization’s facilities and assets.

Key Responsibilities

Facilities

  • Plan and coordinate any office moves to ensure all requirements are properly addressed and impact on the organization is minimized
  • Coordinate space planning and office seating arrangements and assign desks, phones, and other assets as necessary
  • Ensure adequate supplies of office stationery, general office supplies, office furniture, and other office equipment
  • Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence
  • Assist in the management of building security, such as the assignment of keys and alarm codes for approved personnel
  • Manage janitorial, cleaning, repair, and maintenance requirements with the landlord or third party suppliers

Administration

  • Provide administrative support to CEO and other Key Executives as required
  • Make travel arrangements for key personnel in an economical and timely fashion, including flights, hotel bookings, car rentals, etc.
  • Schedule Board meetings and prepare agendas
  • Prepare presentations and/or reports as required
  • Coordinate meetings and ensure meeting rooms are properly arranged
  • Answer and manage inbound telephone inquiries
  • Assist with new hire onboarding process, forwarding all new hire documentation to the Finance group
  • Ensure all employee expense reports are completed properly and include corresponding receipts prior to submission to Finance
  • Ensure vacation tracking process is adhered to by all employees
  • Coordinate and implement company-wide social events

Qualifications

  • A minimum of 5 years of Office Management and Executive Administration experience
  • Experience in making travel arrangements
  • Strong knowledge of Microsoft Office products, including Excel, Word, and PowerPoint
  • Experience in working with third party contracts to plan, coordinate and execute an office move
  • Knowledge of supplies, equipment, and/or services ordering
  • Experience in managing third-party service providers
  • Ability to maintain filing systems and databases, and to provide accurate and timely reporting as required
  • Excellent analytical and problem solving skills
  • Highly energetic and innovative with a take-control attitude
  • Proven ability to effectively multi-task
  • Ability to exercise good judgment in recognizing scope of authority and protect confidential information
  • Strong organizational skills, and ability to prioritize tasks
  • Superior telephone manners and strong interpersonal skills
  • Excellent written and verbal skills to communicate with all levels of the organization
  • Strong customer service orientation

Indeed - 19 months ago - save job - block
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About this company
Ethernet Service Orchestration Software and Service CENX provides software and services solutions that orchestrate Ethernet transport...