Office Manager

ASK Recruitment Services specialize in building strong connections and placing top talent in a reliable professional and timely manner. As experienced HR professionals ASK understands the hardships organizations and candidates experience in recruitment processes and that is why we take every step to ensure a stress free experience.

Our client in the Security service Industry is looking for an Office Manager to join their team in Toronto.

Title: Office Manager

Reports To: Operations Manager

Summary of Position

The ideal candidate will have a natural flexibility in handling daytoday routines as well as surprises. The office manager will provide strong reliable support for operations by creating procedures and communicating them companywide and by maintaining employee safety. This person will also help us achieve organizational efficiency by nurturing a positive inclusive work environment.

Duties and Responsibilities

• Supervise and monitor the work of administrative staff.
• Approving Vacation/personal time off request on Dayforce and adding them to the calendar
• Conducting annual reviews for each individual.
• Maintain office condition and arrange necessary repairs.
• Ensure the office is kept in a clean and tidy state at all times.
• Order office stationery kitchen and janitorial supplies as needed.
• Manage contract and price negotiations with office vendors.
• Plan inhouse or offsite activities (BBQs dinners team building etc.)
• Address employees queries regarding office management issues (e.g. stationery hardware training and travel arrangements)
• Liaise with facility management vendors including cleaning landlord etc.
• Monitor weekly hours for the technicians ensuring they do not go over 44 hours.
• Review weekly submissions of Toronto Time Sheets and bring issues to the attention of the Operations Manager prior to submission to Payroll.
• Compile all necessary documents for bucket truck and file after each use.
• Ensure technicians and subcontractors are handing in their forms daily.
• Facilitate weekly project and scheduling meetings.
• Designate project coordinators/managers to clients while ensuring their workload is balanced.
• Ensure won projects are converted from the email list generated from the workflow created in CW and deadlines are being met.
• Ensure all work orders have been issued by the project team at the end of day.
• Ensure projects are invoiced upon completion.
• Monitor and assist the purchasing department on Sales orders and troubleshoot any issues related to it.
• Obtain WSIB and Insurance Certificates Form 1000 as required.
• Assist in hiring of new personnel and providing orientation and training to new employees.
• Assist in the onboarding process of new hires.
• Assist and troubleshoot any inquiries from the PMs.
• Assist in providing solutions for any project related issues the PCs bring to my attention.
• Assist the sales team with any request brought to my attention.
• Assist the service department with any request brought to my attention.
• Assist Project Managers Project Coordinators with determination of project requirements and preliminary schedules.
• Assist Project Managers in reviewing subcontractor quotations and scope of work.

The Employer may also assign other positions responsibilities duties and authority to the Employee upon satisfactory time to time. The Employee reports to the Operations Manager.

Requirements

• Proven experience as an Office Manager Front Office Manager or Administrative Assistant
• Knowledge of Office Administrator responsibilities systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook in particular)
• Excellent time management skills and ability to multitask and prioritize work.
• Attention to detail and problemsolving skills.
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fastpaced environment
• A creative mind with an ability to suggest improvements.
• High School degree: additional qualification as an administrative assistant will be a plus.

Interested applicants can forward resumes in a word or PDF document along with salary expectations.