Office Manager and Administrator

· Waterloo, Ontario
Employment Type Full-Time
Minimum Experience Experienced

Position Summary

Our Waterloo client is hiring an Office Manager and Administrator to join their team!

The  Office Manager and Administrator will ensure office, administration and facility efficiency by planning and implementing office systems, layouts, and procurement systems; and designing and implementing office policies by establishing standards and procedures.  The position will provide administrative support and management for the Waterloo Office and coordinate support for all staff, including remote and satellite offices. The manager will manage and support the administrative activities for client with excellence, professionalism and proficiency enabling maximum productivity and employing cost effective resources and technology.

Corporate and Admin Office Management (35%)

Administer and manage corporate office systems and functions including: electronic and paper filing and archiving, office SP sites, communications, and other necessary administrative systems and ensure the effective support of general administrative services including; office logistics, meeting logistics, assets, photocopiers, key cards, supplies, reception, travel logistics support, visas and general office organization.

  • Prepare Corporate Admin and Office Management portion of strategic plan and budget
  • Manage the Corporate Administration Team and ensure cross-training and coverage
  • Prepare and manage corporate facility budgets and office leases
  • Prepare and manage corporate meeting budgets and logistics
  • Develop and maintain corporate and office administrative systems and policies
    • Primary support to Waterloo HQ
    • Provide support to other remote staff
  • Develop and maintain corporate administrative support request procedures and tracking
  • Ensure corporate administrative systems and policies are maintained and utilized organization-wide
  • Ensure Corporate administration and Corporate Office SP sites are maintained
  • Manage and organize current document templates (business cards, letter head)
  • Ensure appropriate corporate office/meeting space is provided as required
  • Maintain and support corporate meeting schedules and calendars
  • Maintain procedures for retention, protection, retrieval, transfer, and disposal of corporate records.
  • Manage procurement of corporate office supplies and equipment, per client standard
  • Manage procurement and administration of corporate issued mobile phones for staff
  • Manage contractor/supplier relationships for the corporate office
  • Serve as staff representative on the Health and Safety Committee for the Waterloo Office

Waterloo Office Facilities Management (20%)

Manage the onsite operations of the Waterloo office environment

  • Manages relationship with, and acts as point of liaison to, building management
  • Ensures building management maintains facility services and meets standards (cleaning, maintenance, water, heading, health and security)
  • Liaise with building management support staff as needed ( ( cleaning, maintenance, grounds and security)
  • Prepare and maintain a preventative maintenance schedule for client’s office equipment, furniture and assets
  • Administer contracts and providers for services as needed ( cleaning, catering, technology, etc)
  • Allocate and manage workspace assignments in coordination with Human Capital
  • Coordinate office projects, renovations, or refurbishments

Corporate and Office Administration (35%)

Provide general administrative services including; office logistics, meeting logistics, assets, photocopiers, key cards, supplies, reception, travel logistics support, visas and general office organization.

  • Provide administrative support to the VP People & Culture and to the P&C Leadership team as required, including documents, PPTs, mailing, and special projects as required
  • Provide and coordinate administrative support to other areas of the corporate organization for appropriate requests
  • Provide and coordinate front desk and reception coverage with the Corporate Admin team and act as back-up for all corporate admin team roles
  • Provide general technical support for corporate office systems in the absence of IT Manager / IT Coordinator
  • Manage the ordering of all marketing materials including but not limited to business cards, letter head, envelopes, brochures, profiles and cost allocation of the same for corporate offices
  • Organize and coordinate weekly all staff meetings and assign the responsibility of weekly reflections
  • Organize and coordinate quarterly Town Hall meeting schedule
  • Manage set up and provision of corporate office events and meetings as required
  • Support budget development/allocations for annual corporate meetings
  • Support hotel room bookings, meals and logistics for staff registrations for corporate meetings
  • Review and sign-off on meeting and event contracts for corporate meetings
  • Reconcile all costs related to corporate meetings and ensure allocation to individuals, departments and or projects


Any other duties and/or requirements as assigned


Job Requirements for All Staff

Organizational Policies and Procedures

  • Ensure and adhere to all client management, professional, finance, audit, legal, human capital, security, corporate and other policies as required
  • Prepare quarterly and other required internal reports and planning documents
  • Complete and participate in all training as required

Organizational Culture

  • Appreciation, understanding and commitment to client’s mission, creating business solutions to poverty
  • Demonstrate client’s Core Performance Values: Collaboration, Respect, Entrepreneurship and Accountability


Image and Engagement

  • Adherence and demonstration of client image according to client values
  • Comply with board approved brand strategy
  • Promote client thorough speaking engagements, media appearances and convention as required

Staff Management

  • Performance of staff management and leadership functions as applicable according to client policies, procedures and values
  • Contribute to a healthy culture and work environment for staff team


Position Qualifications

Education: Formal training in Office Management, Office Administration or related field or equivalent in experience; BA preferred, with specialization in administration

Experience:  Minimum 5 years’ experience providing office management & administrative support in a professional office environment; facilities management is an asset

Additional Qualifications:

  • Understanding and appreciation of business principles, international development and Client's approach of creating business solutions to poverty
  • Strong organization, prioritization and project management skills
  • Proven staff management and interpersonal skills
  • Strong customer service orientation and problem-solving ability
  • Demonstrated proficiency in the use of computer software (Microsoft Word, Excel, PowerPoint )
  • Financial budgeting and reporting skills, including basic accounting
  • Practical experience using and maintaining various office systems, such as SharePoint
  • Expertise in Word and/or InDesign is an asset
  • Attention to detail
  • Ability to lift up to 20 lbs

Thank You

Your application was submitted successfully.

  • Location
    Waterloo, Ontario
  • Employment Type
  • Minimum Experience