POSITION SUMMARY
The Office Manager plays a vital role in ensuring the smooth and efficient operation of the office on a daily basis. Reporting directly to the Health Director, this position is responsible for maintaining office systems, coordinating equipment and service needs, and providing comprehensive administrative support to the department.
Key responsibilities include processing invoices, managing petty cash, coordinating office maintenance, and handling a variety of administrative tasks essential to departmental operations. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to effectively manage multiple priorities in a fast-paced and dynamic environment
PRINCIPLE DUTIES AND RESPONSIBILITIES
1. Invoice Management:
- Receive, review, and process incoming invoices in a timely and accurate manner.
- Prepare and submit payment requisitions, ensuring compliance with financial policies and procedures.
- Maintain detailed and organized records of all financial transactions to support budgeting, reconciliation, and audit activities.
2. Petty Cash Management:
- Oversee the administration of petty cash, ensuring all expenditures are properly documented and aligned with organizational policies.
- Monitor cash levels regularly and replenish funds as needed, maintaining balances within established limits.
3. Maintenance and Office Equipment:
- Coordinate routine maintenance and upkeep of office equipment to ensure optimal functionality.
- Manage repairs and replacements for office appliances and technology, including printers, computers, and related devices.
- Ensure all essential systems—such as security, internet, and telecommunications—are operating effectively and promptly address any disruptions.
4. Security System Management:
- Maintain and update the building’s security code system to ensure controlled and secure access for staff
- Manage the distribution and collection of keys and access fobs for new and departing employees.
- Monitor and maintain parking lot lighting, including setting and adjusting timers as needed for proper operation.
5. Filing and Documentation:
- Develop and maintain an organized filing system for all office documents, including both physical and digital records.
- Ensure timely access to important files and records for authorized staff while maintaining confidentiality and data security.
6. Vehicle Management:
- Coordinate annual inspections of company vehicles to ensure compliance with safety and regulatory requirements.
- Arrange for timely vehicle maintenance and repairs as needed.
- Monitor and ensure the prompt renewal of vehicle insurance policies.
- Manage vehicle bookings and scheduling for staff use, maintaining accurate usage records
7. Meeting and Event Coordination:
- Book meeting rooms and ensure all necessary equipment and materials are prepared in advance.
- Organize and coordinate company-wide events, including logistics, communication, and on-site support.
- Record accurate meeting minutes and distribute them to relevant stakeholders in a timely manner
8. Health and Safety:
● Coordinate regular fire drills and ensure compliance with all fire safety protocols
● Conduct routine checks to verify that all fire extinguishers and safety equipment are in proper working condition
● Collaborate with external vendors and service providers to maintain a safe and compliant working environment for all staff
9. Vendor Coordination:
● Organize and coordinate services such as pest control, plumbing, window cleaning, and other facility-related maintenance tasks.
● Manage relationships with service providers, ensuring contracts are up to date and services are delivered promptly and effectively.
10. Office Supplies:
● Order and maintain office supplies and equipment, ensuring stock levels are sufficient.
● Ensure staff have the necessary materials, tools, and resources to perform their duties efficiently and without disruption.
11. General Administrative Support:
● Attend internal meetings and provide administrative support where needed.
● Perform other tasks related to office administration as requested by management.
JOB SPECIFICATIONS
- A diploma in business administration or in other related field.
- Must have a valid BC Class 5 Driver’s license and provide Driver’s abstract annually.
KNOWLEDGE
- Previous experience in office administration, facilities management, or a similar role is preferred.
- Proficiency with office software and basic accounting systems.
- Familiarity with office health and safety regulations, including fire safety protocols.
- Knowledge of Profile Electronic Medical Record system an asset
- Cultural competency and knowledge of cultural traditions and practices of the Nanoose First Nation community.
COMPETENCIES
- Well-developed interpersonal and communication skills.
- Excellent telephone etiquette and multi-tasking skills.
- Attention to detail and a proactive approach to problem-solving.
- Ability to manage vendor relationships and negotiate services.
- Strong work ethic, level of professionalism, and ability to maintain confidentiality and handle sensitive information.
- Excellent organization and time management skills.
- Ability to work independently including demonstration of initiative.
- Willingness to contribute positively as part of a team, helping with various tasks as required.
- Ability to establish effective and respectful working relationships with clients, staff and community members.
- Reliability
- CPR/First Aid Certificate or willing to obtain.
- Up to date immunizations
- Clear criminal record check
POSITION OPEN UNTIL FILLED
Job Type: Full-time
Pay: $29.00-$31.00 per hour
Expected hours: 35 per week
Benefits:
- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- Paid time off
- Vision care
- Wellness program
Schedule:
- Monday to Friday
Language:
- English (required)
Work Location: In person
