Office Manager

at  Swim International Recruiting Inc

Great opportunity for an experienced Office Manager to join an organization that has won several Top Employer awards and is recognized for having a values-based culture that promotes teamwork, innovation, and ongoing professional development.

The Office Manager is responsible for planning and coordinating the day-to-day operations of the Corporate Administration department with a focus on efficiency, time management and service excellence to meet the needs of both the internal business groups and external stakeholders who visit our clients premises, physically and virtually. The Office Manager will be responsible for the development, training and coaching of a small Corporate Administration team.

• Develop, implement and maintain office policies by establishing standard operating procedures, measuring results against standards, and making adjustments when needed;
• Ensure that the health & safety policies and practices are implemented and are up to date;
• Manage space planning, including all office seating assignments and any related software procurement and management;
• Oversee vendor management and monitor the quality of external service providers (cleaning, caterers, couriers, office suppliers), and resolve issues as required;
• Serve as co-chair of the Joint Occupational Health & Safety Committee (JOHS);
• Complete annual performance reviews for all direct reports;
• Ensure overall team success by setting and meeting annual goals and achievements;
• Oversee facilities including RFP’s and negotiating vendor bids, contracts and pricing;
• Plan, monitor and complete project initiatives, on time and on budget, preparing written progress reports and associated correspondence as required;
• Actively participate in the Social Committee and support organization-wide activities by helping coordinate events;
• Liaise with internal stakeholders to ensure service level expectations and stakeholder needs are met;
• Maintain and update the annual operating and capital budget, anticipating expenditures and identifying variances, while addressing issues with the Director, Finance and Corporate Administration;
• Oversee staff moves and meeting room set-ups;
• Manage pricing and relationships with key vendors;
• Oversee procurement of office furniture, stationery and kitchen supplies;
• Hands-on assistance with Reception and meeting room setups as required;