Office Manager (FILLED FEB 27th)

    Published
    February 12, 2019
    Location
    Vancouver, Canada
    Category
    Job Type
    Sub Category
    Strategic Advisory Services

    Description

    The Office Administrator will fill a critical role within Ignite Management that supports all aspects of the business operation. Ignite Management has been expanding rapidly and is looking for an Office Administrator’s expertise to take ownership and solidify the foundational administrative processes and help provide the bandwidth for our Founder and consultants to keep growing the business. The Office Administrator will be instrumental in building Ignite Management’s culture and enhancing the effectiveness of how we do business.

    Key Responsibilities:

    Office Maintenance

    • Ensure office operates smoothly and efficiently through organized office systems and properly stocked office supplies
    • Receiving, preparing, sending, tracking and recording all courier packages
    • Assisting with new employee setups; i.e.-Buying business cards, setting up IT, access card & key
    • Responsible for the overall cleanliness of the office

    Executive Assistant to the Founder

    • Assists the Founder with daily administrative duties including managing an active calendar of appointment, completing expense reports and answering general inquiries
    • Arranging complex and detailed travel plans, itineraries and agendas and compiling documents for senior level meetings
    • Communicates directly and on behalf of the Founder on administrative issues, such as request for meetings, and inquiries on Founder’s availabilities

    Supporting the Team

    • Setting up employee benefits and payroll (i.e. insurance, phone plans, ADP)
    • Being the point of contact for employees to send requests for vacations, expense reimbursements and other miscellaneous requests
    • Coordinating client meetings for consultants and associates, scheduling and making necessary arrangement and resolving time conflicts
    • Coordinating travel and accommodation arrangements for consultants and associates (air, car rentals, hotels, etc.)
    • Copying, tabbing, binding, scanning and filing reports and other documents
    • Maintaining office files in relating to clients (hard and soft copies); print as required, retrieve and reorganize files from archives and externa storage
    • Coordinate office events and updates event calendars

    Bookkeeping

    • Being the primary liaison with external bookkeeper accountable for providing document support, such as managing monthly expenses, client invoices, storing receipts, and staff expenses
    • Ensuring all invoices are paid on time and all account receivables are followed up on
    • Handling reimbursing employee expenses, storing and filing invoices
    • Creating a dashboard of revenue and expense for monthly review

    Qualifications:

    Behaviours/Attributes

    • Maintain a high level of professionalism and integrity as a team player
    • Assert discretion and professionalism when given access to confidential and private information
    • Organizational skills, adaptable self-starter, tech savvy, and possessing the ability to independently problem solve and answer questions
    • Ability to prioritize requests and multi-task

    Skills/Expertise

    • Bachelor’s degree or equivalent experience with business administrative background
    • At least three or more years of work experience as a senior executive assistant and/or corporate secretary role
    • Excellent written and spoken English with advanced skills in Microsoft Word, PowerPoint, Excel, and GSuite
    • Ability to communicate both verbal and written, along with experience communicating effectively to a diverse customer group

    We are offering a competitive base salary, industry leading benefit package and the opportunity to grow with an up and coming management consulting firm. This role will be instrumental in establishing processes that will ultimately allow Ignite Management to expand across Western Canada. Please send resume in confidence.

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