Colliers Project Leaders Inc.

Senior Office Manager

CA-BC-Vancouver
Job ID
2017-2017
Category
Advisory Services

Overview

As Colliers Project Leaders continues to grow and attract exciting project opportunities, we seek a Senior Office Manager to join our Vancouver office.

 

Are you the type of person who can capture all the details and keeps everyone organized? Does accomplishing a variety of tasks and meeting deliverables each day appeal to you? Do you excel at managing a large office and all the moving pieces that come with a large environment? Do you value approachability and internal client satisfaction?

 

The Senior Office Manager has primary responsibility to support the day to day requirements of the Vice President and Principals and to ensure the smooth operation of the British Columbia Business Unit.

 

The Senior Office Manager plays a key role in ensuring the efficiency and accuracy of the business unit’s corporate reporting activities, including revenue recognition and sales performance and ensuring the timely processing of the business unit’s client invoices. 

 

You will support the activities of the British Columbia Business Unit with offices in Vancouver, Kelowna and Victoria on a day-to-day basis and act as the “go-to” person for the British Columbia Team. You will be an energetic individual who enjoys problem solving and is inherently cooperative.  A strong communicator, with exceptional written and verbal communication skills, You will take ownership of all assigned job duties.  Demonstrated initiative and the ability to complete tasks with minimal instruction and oversight are imperative to success in this position. Prior experience supporting remote offices in a consulting environment would be considered an asset.

 

Who We Are:

At Colliers Project Leaders, we lead building and infrastructure projects. Our Get it Right Solution™ ensures we get it ready, get it built and get it performing -- so investors, owners and occupants are certain of success.

 

With over 500 employees throughout Canada and the Middle East, Colliers Project Leaders offer a multi-cultural, multi-generational work environment where we cultivate excellence, develop leaders and deliver on client vision. Colliers Project Leaders is part of Colliers International Group Inc. (NASDAQ: CIGI; TSX: CIG), a global leader in commercial real estate services with more than 16,000 professionals operating from 502 offices in 67 countries.

Responsibilities

What you’ll get to do as Senior Office Manager:

  • Provide orientation and training for new employees
  • Research, book, and manage travel arrangements for the Vice President and other staff as requested
  • Manage the calendar, appointments and meeting bookings for the Vice President
  • Support new office openings, including but not limited to the set-up of equipment, stationery, purchase orders, templates, etc.; ordering of computer and phone support as required
  • Prepare and assemble documents, proposals, reports, etc.
  • Serve as a resource to the Business Development team in the preparation of responses to RFQ’s, RFP’s and related marketing initiatives
  • Act as the single point of contact for the Corporate Accounting Team and fulfill the role of Dynamics AX “Super user”
  • Submit, provide approvals for and distribute timesheets for Calgary employees
  • Process and track expense reports, manage petty cash for the office
  • Assist Vice President in meeting the monthly deadlines for invoicing, ensuring accuracy and conformance to accounting procedures
  • Manage the company vehicle bookings
  • Support the Vice President and Principal with the coordination of sensitive and confidential Business Unit HR activities
  • Assist Vice President in the completion of the monthly Revenue Recognition Analysis spreadsheet, ensuring deadline is met
  • Maintain a vacation calendar for the office and verify requests for time off against the employee’s accrued vacation allowance
  • Request insurance certificates for all projects and proposals
  • Coordinate WCB certificates for proposals
  • Create, update and track PIS
  • Create, track and process Progress Payment Authorizations
  • Coordinate, reconcile, and issue the financial invoice including all fees and disbursements, maintaining a log of monies spent.
  • Coordinate and monitor the process with finance for the implementation of all required contract amendment change order documents
  • Manages the offices equipment requirements including cell phones, lap tops, photocopiers etc.
  • Help to coordinate office events including client, internal functions.
  • Other functions as deemed appropriate to the position

Qualifications

What you’ll need to be successful:

  • A minimum of 7 years’ experience in a senior administrative capacity (i.e. Office Manager) or as an Executive Assistant
  • Post-secondary diploma or degree in business administration or commerce (or an equivalent combination of education and experience)
  • Excellent communication and organizational skills
  • Superior interpersonal skills and an aptitude for leading with initiative
  • General accounting experience with proven accuracy
  • Superior computer skills in the following software applications: Microsoft Office (Outlook, Word, Excel, Power Point), ACT!
  • Developed analytical, decision making and problem solving skills

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