Permanent Full Time

May 23, 2018

North Vancouver

Administration

 

 

 

Under the direction of the CAO the Office Manager is responsible for the TWN Administration Building general office systems, administrative duties, and supervision of the Welcome Centre staff.  This position manages logistics, inquiries, and concerns related to administration operations.  The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. This role is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation. As an energetic professional who doesn’t mind wearing multiple hats, the Office Manager is experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. The Office Manager is well organized, flexible and enjoys the administrative challenges of supporting an office of diverse people

 

DUTIES AND RESPONSIBILITIES:

  • Partnering with teams across the organization optimize to office operations processes and procedures
  • Coordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
  • Delegate requests for a wide array of general administrative tasks as required for all departments
  • Address employee queries regarding office management queries (e.g. stationery, hardware and travel arrangements)
  • Coordinate travel arrangements for the management team
  • Analyze and monitor internal processes, implement procedural changes to improve operational efficiency
  • Determine staffing requirements for the administration department and oversee the hiring of staff
  • Evaluate policies and procedures and provide recommendations for changes to improve efficiency
  • Analyze departmental operations and identify areas requiring improvement
  • Handle employee complaints and incidents, including conflict resolution, accidents, health and safety concerns, work refusals, and investigations
  • Prepare operational reports and schedules to ensure efficiency
  • Coordinate with IT department on all office equipment
  • Liaise with facility management vendors, including cleaning, catering, security services, and repairs
  • Manage contracts and price negotiations with, office vendors, service providers and facility leases
  • Manage related office budget, ensure accurate and timely reporting
  • Provide general support to visitors as required
  • Plan in-house or off-site activities, gatherings, celebrations and conferences
  • Coach, mentor, evaluate and manage Welcome Centre staff
  • Provide administrative support for CAO during Executive Assistant absences

QUALIFICATIONS:

  • Completion of a business administration, business management, information technology, communications or public administration diploma
  • (7+) years’ experience working as an Office Manager, or Executive Administrative Assistant or in a similar capacity, ideally within First Nation cultures
  • May consider a combination of relevant education and experience

 

SKILLS AND ABILITIES:

  • Proficiency in MS Office (MS Word, Excel and MS Outlook, in particular)
  • Strong organizational and planning skills in a fast-paced environment
  • Excellent time management skills and ability to multi-task and prioritize work
  • Must be highly resourceful; displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas
  • Display excellent interpersonal skills – Must possess tact and diplomacy with ability to deescalate conflict, manage difficult or emotional situations with a positive solution focus, listen to others without interrupting; keep emotions under control; remain open to ideas and trying new things
  • Must have strong written communication skills with acute attention to detail; strong ability to read and interpret documents
  • Must maintain a high level of confidentiality

 

KNOWLEDGE:

  • Knowledge of office management responsibilities, systems and procedures
  • Knowledge of accounting, data and administrative management practices and procedures
  • Knowledge of business and management principles
  • Demonstrate knowledge of Tsleil-Waututh Nation culture an asset
  • Experience writing, reviewing negotiating service and lease contracts

 

WORKING CONDITIONS:

a) Physical Demands

  • Long hours of sitting and using office equipment and computers. May have to do some light lifting of supplies and materials from time to time.

b) Mental Demands

  • Required to handle a number of requests and situations at one time.  The office may be noisy and busy making it difficult to concentrate.
  • Stress may be caused by distressed visitors, tight deadlines, quick problem solving, and the variety of tasks and the volume of the workload at any given time.

c) Environmental Conditions

  • The administration office is a busy facility.  May have to manage a number of tasks at one time, and may be interrupted frequently to meet the needs and requests of community members, guests, visitors and staff

 

HOW TO APPLY

 Apply by May 782018, 4:00 pm. Please follow the instructions on how to apply and for information on the application process please click here.

Close Menu