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SalaryABOUT THE PROJECT
The Shoreline Power Group is a fully integrated Joint Venture of Aecon, United and AtkinsRéalis located in Kincardine, Ontario. Shoreline Power Group is the centerpiece of the Major Component Replacement (MCR) program which replaces the main components of 6 reactors at the Bruce Power Nuclear Generating Station. The scope of work includes the removal and replacement of calandria tubes, pressure tubes, and feeders as well as construction management and trade labor. This project is part of Bruce Power’s Life Extension Program, which will allow Bruce Power’s CANDU units to continue to operate safely through to 2064.
*******NOTE: This role is a Maternity Leave coverage, expected to start April 2024 until November 2025.*******
PURPOSE OF THE POSITION
Reporting to the Project Director, the Office Manager is responsible for superior customer service to the entire team. They will perform a variety of complex, and at times, confidential administrative, financial, and managerial tasks requiring a thorough knowledge of company policy and procedures.
This position requires strong organizational skills to allow the office to run efficiently and the ability to work independently and as part of a team exercising judgment and initiative. The role may work for and support several departments and/or managers.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Reception
- As the first point of contact for company, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
- Provide general support for visitors and or new employees.
- Ensure that every guest is signed in, and the appropriate employee is notified of the visit.
- Take and record telephone, e-mail, or written messages for employees.
- Observe and report any security issues to supervisor.
- Receive and coordinate office mailings (Internal and External).
- Receive and sign for couriers and record on the tracking sheet.
- Monitor and track packages and shipments as necessary.
- Put together outgoing couriers.
- Order courier supplies as required.
Information Maintenance
- Coordinate and manage in/out log for all employees.
- Ensure that the appropriate evacuation procedures (with the in/out log) are followed in the event of an emergency.
- Update company contact lists monthly and coordinate with Nuclear Head Office on the master list.
- Coordinate with IS and maintain Global Address Book (Outlook) for all employees to ensure their information is up to date and maintain project email distribution list in the Global Address Book (Outlook).
Office Duties
- Prepare pre-qualification documentation for Business Development.
- Market study data manipulation.
- Market research.
- Property management and set-up for new facilities.
- Maintaining the office condition and arranging necessary repairs.
- Ensure that all items are invoiced and paid on time.
- Prepare PowerPoint presentations.
- Prepare all meeting minutes, agendas, and other documentation for meetings.
- Order promotional items as requested from the (E-Store) for all sites and employees.
- Take weekly Staples’s inventory and order replenishment supplies as necessary.
- Take bi-weekly Coffee inventory and order replenishment supplies as necessary.
Project Administration
- Perform and maintain daily documentation, filing and meeting minutes.
- Create, monitor, and maintain security set up for filing system for share point sites or electronic folder system.
- Create and maintain organizational charts for departments.
- Proofread documents for correct English usage, grammar, and spelling.
- Manage the project vacation approval forms and vacation tracking.
- Maintain appointment schedules, calendars, and arrange meetings internally as well as with outside clients.
- Order catering for meetings.
- Take meeting minutes as required.
- Support various project initiatives, including the positive recognition observation program (PROPS).
- Assist with the planning, administration, registration, and coordination of company events (i.e., Leadership Matters, Golf Tournament, Christmas Party, Christmas Lunch, BBQs, etc.).
- Coordinate department or project specific Team Building events.
Travel Arrangements & Expenses
- Make travel arrangements for all employees as required.
- Complete expense reports for SMT and submit to Concur for processing.
- Complete expense form for managers and submit to Concur.
- Update and maintain travel profiles.
- Confirm, print, and have available all travel plans for each individual that travel has been booked for.
- Schedule appointments for various events including organizing meetings, conferences, dinners.
- Register, complete and coordinate all documentation associated to travel, conferences, forums that management is attending.
- Manage the in/out log within Outlook for those that you have booked travel for.
- Accountable for coding, acquiring signatures and submitting invoices to A/P.
Housekeeping
- Organize and maintain the office.
- Ensure that front reception area is clean and presents well.
- Have all boardrooms and conference spaces clean, organized, and ready for meetings.
- Maintain kitchen cleanliness and ensure all coffee supplies are consistently replenished throughout the day.
OTHER DUTIES AND RESPONSIBILITIES
- At the request of any manager, order flowers for occasions.
- Handle general inquires from managers and employees (i.e., IT submissions and resolutions, Coordinate Set Up for New employees etc.)
- Provide administrative and clerical support with speed and accuracy.
- Suggest and implement improved work methods and systems relating to administrative tasks.
- Perform other duties and responsibilities as assigned by his/her supervisor/manager.
- Assist other staff in office duties as required.
- Other duties as assigned.
SUPERVISORY RESPONSIBILITIES
- Oversee Field Operations Information Service(s) staff.
KNOWLEDGE AND SKILLS
- Possess a minimum of 5 years of administrative and/or executive level support.
- High School Diploma required.
- Intermediate level of computer skills in MS Office Products including Word, Outlook, Excel, and Teams.
- Knowledge of office methods, procedures, equipment and filing systems (both electronic and manual).
- Knowledge of SAP considered an asset.
- Customer service experience considered an asset.
- Strong communication skills and ability to deal tactfully with employees, visitors, and customers.
- Flexible attitude to manage varying duties from day to day and short notice changes.
- Ability to manage and work with sensitive information in a confidential manner.
- Strong organizational and planning skills, ability to prioritize task and work to timelines.
PHYSICAL DEMANDS
- Above average keyboarding skills
- Ability to sit for extended periods of time.
- Ability to organize and prioritize workload.
- Some lifting is required.
OTHER QUALIFICATIONS
- Our background check process includes a full security check and clearance process as well as reference checks. The security clearance process includes a comprehensive list of previous residences, employment, education, and other pertinent information. Those with a valid Bruce Power security clearance are strongly preferred.
