Office Manager

Published 12 August 2022

Location

Vancouver, British Columbia, Canada

The Company 

Plenary is a leading specialized developer of long-term Public-Private Partnership (PPP) projects.  Since its inception in 2005, we have built a portfolio of 56 projects and more than $21 billion in North American assets under management. We are determined in our approach to deliver first-class infrastructure, build the right delivery solutions for the projects we work on and inspire people with our vision for transformational spaces. 

Why Work for Plenary? 

Recognized as one of Canada's Most Admired Corporate Cultures, ranked as a Best Place to Work in Canada and certified as a Great Place to Work in both the US and Canada, we pride ourselves on our winning workplace culture. Our focus is on empowering our employees, driving results, building strong camaraderie, and celebrating our wins as a team. Together, we bring infrastructure to life. 

The Role

We are seeking a dynamic and driven individual to join our Vancouver team. As an Office Manager, you will be responsible for a diverse set of senior administrative tasks including executive support, general scheduling and bookings, organization and coordination of the office, and finance support. The incumbent is ultimately responsible for seamless operations of the office, suggesting and implementing ideas to enhance day-to-day operations where possible and supporting the finance team with its projects and deliverables. The ideal incumbent will demonstrate strong ownership, initiative, drive and commitment, and will be given every opportunity to excel in their career, with support to pursue their professional growth. Check out the role and the attributes you need to be successful in the Office Manager position:

Responsibilities  

Office Administration/ Executive Support

  • Coordinate schedules, appointments, meetings etc. Greet clients and visitors to the office, place catering/food orders and support senior management, Vancouver staff, and staff in other areas as required.
  • Coordinate internal and external video conference meetings, including troubleshooting of equipment, communications with internal/external office staff, IT department etc.
  • Check office mail and liaise with internal finance department related to timely management of office invoices, subscriptions, expenses, and renewals.
  • Coordinate conference registrations and travel itineraries for executives as required, liaise with event support and accommodation staff accordingly, assist with signage, marketing materials, etc. as necessary. Support with certification documentation, renewals, and procedures (DBIA, PE).
  • Anticipate travel needs of executive and independently coordinate complex travel arrangements, typically involving multiple changes and destinations based on understanding of executive's availability and obligations. Support with travel documentation and procedures (itineraries, visa/passport procedures).
  • Establish corporate rates and be able to effectively research accommodations, venues, offices and meeting locations as necessary in support of executives.
  • Gather information and coordinate research in support of executives on a vast array of industry related topics such as, projects, partners, innovations, and professional contacts as needed.
  • Prepare and/or edit internal and external letters, faxes, memos and mass emails. Assist with the preparation of business presentations including text, overheads and electronic presentations.
  • Order and maintain inventory of office supplies, equipment and snacks. Set up new and existing employees with technology as required (i.e. monitors, laptops), liaise with office supply vendors and coordinate office equipment service/maintenance, implement ideas to enhance cost effectiveness and improve employee satisfaction/ overall office environment.
  • Coordinate and/or assist with corporate event planning tasks including venue, marketing or invitation materials, catering, setup, presentations, etc. as necessary.
  • Oversee relationship with facility management including emergency office response, maintenance team, security and landlord. Manage the office layout/condition, any renovations and reorganizations, contracts with outside vendors.
  • Maintain office shared spaces and kitchen (dishwasher, general cleanliness)
  • Develop and implement filing and organizational procedures, maintain contact lists, order business cards, plan on-site/off-site activities, and other ad hoc needs as required.
  • Serve as the primary liaison with other offices (both internal and external) on multiple interaction issues as necessary.

 

Accounting Department Support

  • Support Finance Assistant with accounts payable actions including, finding invoices, approving invoices, inserting corporate signatures, and stamping postage on envelopes.
  • Process payment for specific invoices over phone/online.
  • Gather and reconcile corporate expenses.
  • Invoice tracking from other offices, locate any missing or outstanding invoices.
  • Organize expenses on SharePoint to company standards.
  • Support management in other areas as required.

 

Health & Safety Support

  • Coordinate implementation of the office Health & Safety Program.
  • Uphold elevated Health & Safety compliance, including responsibilities for evacuation and drills.
  • Complete annual first aid compliance audit and coordinate office training as needed.
  • Responsible for posting monthly Health & Safety meeting minutes.
  • Monitor and maintain first aid supplies and PPE equipment.
  • Support Health and Safety policies and COVID 19 protocols.

Qualifications

  • Minimum Bachelor's degree or equivalent combinations of education and experience will be considered.
  • At least two years’ experience in an Office Manager or Senior Administrative Assistant capacity.  
  • Intermediate experience using Microsoft Office (Word, Excel, PowerPoint) etc.
  • Strong work-ethic, organizational skills, and ability to work in a fast-paced environment.
  • Excellent ability to effectively manage time, priorities and multiple deliverables.
  • Must be able to maintain high standard of ethics and confidentiality when dealing with sensitive information.
  • Excellent interpersonal, written, and oral communication skills. Experience taking meeting minutes would be an asset.
  • Ability to work independently with minimal direction, but also work cohesively in a small team environment.
  • Being resourceful and taking initiative to understand the business and deliverables.
  • Ability to exercise good judgement, show initiative and be proactive.
  • Ability to independently solve problems and make recommendations.
  • Positive attitude, strong team player and professional appearance.
  • Values continued professional growth, development, and increased understanding of the industry.
  • Extended work hours as required.
  • Invoice management or accounts payable experience would be an asset.

What We Offer

  • Competitive salary with annual bonus potential.
  • Comprehensive benefits package including medical, dental and vision, and RRSP plan with employer contribution.
  • Four weeks' vacation.
  • Long-term development opportunities and ability to be part of an exciting and growing industry.

 

If this sounds like a great fit for you, please apply here: Office Manager (Vancouver).

Note: Only those applicants under consideration will be contacted. Please accept our utmost appreciation for your interest. We are committed to continuous improvement, and a diverse and inclusive workplace for all. Plenary is an Equal Employment Opportunity employer and employment decisions are based on merit and business needs only. Reasonable accommodation is available for qualified individuals with disabilities, upon request.