Office Manager Job Posting

Career opportunity:

OFFICE MANAGER

Whitehorse, Yukon

Taylor Architecture Group (TAG) is a fast growing; multi-disciplinary design firm headquartered in Yellowknife with offices in Whitehorse and Ottawa. TAG has been operating in the North for over 40 years. Our future is tied to the prosperity of the communities we serve, and this understanding underpins every project we approach.

We are looking for a confident and well-organized individual to join our Whitehorse team as the Office Manager. In this role, you will be responsible for all practical steps necessary to ensure that the company can work effectively and efficiently. You will also be in a unique position to monitor the wellbeing of your co-workers and advance a workplace culture that is energetic, respectful, and supportive.

The ideal candidate will be a fast learner with excellent communication skills and a desire to grow professionally as part of a team. Curiosity, and a willingness to learn about the industry and the diverse specializations and skills of your teammates will be considered strong assets. As you learn about our company you will be on the lookout for process efficiencies and opportunities to improve the administrative functions of the office.

Key Responsibilities

Office Management

Oversee and manage the day-to-day office activities, ensuring a smooth and productive work environment.
Handle office correspondence, phone calls, emails and in-person guests and direct them to the appropriate team members.
Manage office supplies, equipment and inventory and purchase new supplies as needed.
Maintain the shared office calendar, scheduling meetings, appointments and office events.
Prepare, review and edit office documentation, policies and procedures as directed.
Liaise with the building manager and office cleaning contractors to ensure all general maintenance and office cleaning standards are met.
Organize office social events in collaboration with office staff.
Monitor staff schedules, sick time, vacation requests and review staff time sheets.
Perform routine office administrative tasks such as collecting mail, coordinating printing, shredding and filing documents and maintaining presentable office conditions.
All other office administrative tasks as required.

Health and Safety

Manage the TAG and TAG Engineering COR Health and Safety program and update the existing health and safety manual as required.
Maintain the organizational safety training matrix, and schedule staff to complete safety training and recertifications as required.
Coordinate office safety inspections, monthly safety emails and monthly safety meetings.
Participate as an employee representative on the Joint Health and Safety Committee.
Lead the Health and Safety onboarding of new employees across the organization.

Project Administration

Review awarded contract information to accurately set up new projects in the project tracking software, including project phases, staffing and budgets.
Support project managers by accurately tracking and filing project change orders and reflecting these changes in the project tracking software.
Develop working procedures and explore expanded use of the software.
Coordinate project travel for TAG and TAG Engineering staff including flights, accommodations, vehicle rentals etc. and act as a point of contact while staff are in the field.

Other Duties

Assist the Senior Business Manager with the employee recruitment process by drafting job advertisements, posting job vacancies, reviewing applications and setting up interviews.
Update job descriptions and letters of offer as required.
Lead the onboarding, orientation and if applicable, the relocation process, of new employees to the Whitehorse Office.
Update the organization’s website to reflect new staff, job vacancies and other information as directed.

Qualifications, Knowledge, and Skills

A post-secondary diploma or certificate in business administration, office management, health and safety, or ability to demonstrate a high level of experience/competency in these areas.
A minimum of 3 years’ experience working in office administration.
Possess or be willing to obtain safety certifications, including Principles of Health & Safety Management, COR Internal Auditor Certification, and Leadership in Safety Excellence.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong written communication skills with experience creating, editing and formatting organizational documents, policies and procedures.
Excellent organizational skills with the ability to multitask and prioritize tasks effectively.
Ability to work independently and as part of a team.
Ability to problem-solve, exercise good judgment and maintain confidentiality.
Knowledge of Yukon Health and Safety legislation, WSCB requirements and the Certificate of Recognition (COR) occupational health and safety program would be considered an asset.
Experience updating organizational websites, managing social media accounts and using the Adobe Suite (InDesign, Illustrator, Acrobat) would also be considered an asset.
A valid Class 5 Driver’s License and access to a vehicle once a week is required.

Salary and benefits:

Salary and benefits to be commensurate with experience; full benefits package available.

How to apply:

Please submit your CV and any supporting material such as a cover letter to careers@tagyk.com.

Applications are being reviewed and interviews scheduled on an ongoing basis. Qualified applicants are encouraged to apply as soon as possible. The position will remain open until filled.