Tsleil-Waututh Nation Jobs | Office Manager Job Employment In North Vancouver, BC

JOB SUMMARY:

Under the direction of the CAO, the Office Manager is responsible for all TWN buildings, general office systems, administrative duties, and supervision of the Reception/Administrative Assistant staff. This position is responsible for supporting other departments in regards to office furniture, renovations, etc.?? 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. The Office Manager 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:

• Address any issues on the upkeep of meeting rooms, kitchens, and common areas
• 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
• Coordinates the maintenance of office equipment, liaises with vendors on behalf of the company, and evaluates and recommends goods and service providers based on the organization’s office needs, this can include: office supplies, first aid and kitchen supplies
• Assist all departments with a wide array of general administrative tasks as required
• Attend meetings with senior management
• Assist Executive Assistant with travel arrangements for the management team
• Coordinate distribution and collection of security key cards and office keys for the Administration Building and support other departments as needed (cabinets re-keyed, doors replaced/re-keyed
• Determine staffing requirements for the Reception/Administrative Assistant team and assist in the recruitment and evaluation process
• Analyze and monitor internal processes, implement procedural changes to improve operational efficiency
• 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
• Assist IT, Public Works and Finance departments with management of contracts and price negotiations with office vendors, service providers, and facility leases
• Manage related office budget, ensure accurate and timely reporting
• Provide tours and general support to visitors as required
• Assist in planning of in-house or off-site activities, gatherings, celebrations and conferences
• Work with JOSH Committee to help implement safety plans
• Coach, mentor, evaluate and supervise Reception/Administrative Assistant staff
• Other duties as required

SUPERVISORY RESPONSIBILITIES:

• Supervise, train and mentor staff.
• Ensure probationary review and annual performance evaluations are completed.
• Develop and maintain an environment to facilitate cooperation with and amongst the staff.
• Ensure TWN Policy & Procedures are adhered to at all times.
• Ensure positive communication strategies are used with and among staff and, between staff and community members and/or families served

QUALIFICATIONS:

• Completion of a business administration, business management, information technology, communications or public administration diploma
• (3-5 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:

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.

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.

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

-We appreciate your interest in this role, however only shortlisted candidates will be contacted. Thank you.-