Office Assistant

Office Manager/Executive Assistant
Desired Skills and Experience:

• Quick Book, Outlook and Microsoft Excel and Word
• Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Completes operational requirements by scheduling and assigning employees and clients; following up on work results.
• Keeps management informed by reviewing and analysing special reports; summarizing information; identifying trends.
• Maintains office staff job results by coaching, counselling, and disciplining employees; planning, monitoring, and appraising job results.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Achieves financial objectives by preparing an annual budget; scheduling expenditures; analysing variances; initiating corrective actions.
• Contributes to team effort by accomplishing related results as needed.
• Great attention to detail and a focus on results

Responsibilities

• Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
• Organize and schedule meetings and appointments
• Partner with HR to maintain office policies as necessary
• Organize office operations and procedures
• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Provide general support to visitors
• Responsible for creating Excel sheets templates and document
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval and staff transfers
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
• Ensure that results are measured against standards, while making necessary changes along the way
• Allocate tasks and assignments to subordinates and monitor their performance
• Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
• Perform review and analysis of special projects and keep the management properly informed
• Ensure top performance of office staff by providing them adequate coaching and guidance
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications
• Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analysing variances and carrying out necessary corrections that may arise
• Responsible for developing standards and promoting activities that enhance operational procedures
• Coach, mentor and discipline staff
• Ensure filing systems are maintained and current
• Establish and monitor procedures for record keeping
• Ensure security, integrity and confidentiality of data
• Oversee adherence to office policies and procedures
• Implement procedural and policy changes to improve operational efficiency
• Prepare operational reports and schedules to ensure efficiency
• Coordinate schedules, appointments and bookings
• Monitor and maintain office supplies inventory
• Review and approve office supply acquisitions
• Handle customer inquiries and complaints
• Manage internal staff relations
• Maintain a safe and secure working environment

Job Type: Full-time

Pay: $15.00 - $20.00 per hour

Benefits:

• Paid time off

Work Location: In person