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Office Manager / Executive Assistant

Pivotal Integrated HR Solutions

This is a Full-time position in Grimsby, ON posted September 15, 2021.

Role SummaryThe Office Manager is responsible for providing support to Managers of the Company as well as managing office facilities, financial and HR operations support, Health & Safety and meetings. The scope of role includes but is not limited to the areas outlined below and the incumbent would be expected to support other office requirements as needed.What You’ll Be Doing* General HR administration – helping with on-boarding/off-boarding – liaising with our HR Manager* Managing general Head Office upkeep/maintenance* Ordering Office Supplies* Providing EA assistance to some executive team members* Taking notes and minutes to meetings* Managing basic IT issues (phone greetings, phone setups, email account setups) liaison for day to day issues with IT (B4 Networks) provide basic training on photocopiers* Ensuring sites have safety supplies* Experience with ERP systems for purchase orders, running reports* Opening and sending mail courier deliveries* Assisting with management of company vehicle fleet, insurance, plate renewals* Responsible for file management which includes ensuring that company and employee sensitive information are handled with utmost discretion, confidentiality and professionalism* Coordinates the administrative planning of meetings such as Town Hall, Leadership Team meetings and Senior Leadership Group meetings* Ongoing maintenance of Organizational Charts * Creating and Maintaining a paper and electronic file system* Managing corporate sponsorships and memberships* Maintaining a high level corporate project schedule for active construction and land development projects* Social Media Experience with Facebook, Twitter, You Tube, Instagram* Comfortable using Content Management Systems for Websites* Comfortable working with difficult customers, members of the public, trades and consultants* Attention to detail* Attending community committees events and functions, representing the company as required* Act as company representative (concierge) for finance, consultants and legal representativesRequirement:* Five years’ administrative experience, three as an Office Manager or equivalent* College &/or University experience* Contract and real estate experience an asset* Excellent written communication skills, including spelling and grammar* Some residential construction experience or similar industry would be an asset* Proficiency in MS Office (Outlook, Word and Excel)* Strong adaptability – working some evening & weekends may be necessary* Comfortable working in an office but also on-site* Effective listening skills* Capable of building and maintaining harmonious relationships* Strong organization, time-management & attention to detail skillsWe are proud to offer our employees what they value most:* Competitive compensation* Excellent extended health benefits* Work-life balance* offers ongoing training along with essential courses to further advance your career* A culture based on our values of Passion, Integrity and CommunityHow to Apply.We use an online application process which will assess your qualifications, traits, and culture fit, as well as your resume.  If you decide to apply we would like you to give us a short pitch on why you are perfect for us.  You will be asked to provide an impact statement – it is the first thing we will see, so here your chance to make an amazing first impression.The whole application should take about 5-10 minutes maximum to complete. We will review applications as they are received. Thanks to everyone who applies; if we are not able to meet, we will send you a notice so you know where you stand.Should you require any form of accommodation during the application process, please let us know. We would like to thank all candidates for their interest; However, only those most qualified will be contacted.