Colliers Project Leaders Inc.

Office Manager

CA-ON-Mississauga
Job ID
2017-2037
Category
Administrative/Clerical

Overview

 

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

 

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

 

The 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 our Mississauga Office.

  

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.

 

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 Office Manager:

  • 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
  • Manage the purchase and maintenance of all offices equipment including cell phones, lap tops, photocopiers etc.
  • Provide orientation and training for new employees
  • Research, book, and manage travel arrangements for the Vice President and Mississauga staff
  • Manage the calendar, appointments and meeting bookings for the Vice President
  • Prepare and assemble documents, proposals, reports, etc. as requested
  • Support the Business Development team with marketing initiatives
  • Act as the single point of contact for the Corporate Accounting Team and fulfill the role of Dynamics AX “Super user”
  • Process, track, and approve all Mississauga staff expense reports, manage petty cash for the office
  • Assist and provide backup to Project Accountant in:
      • Meeting the monthly deadlines for invoicing, ensuring accuracy and conformance to accounting procedures
      • Completion of the monthly Revenue Recognition Analysis spreadsheet, ensuring deadline is met
  • Manage the company vehicle bookings and maintenance
  • Support the Vice President and Principal with the coordination of sensitive and confidential Business Unit HR activities
  • Maintain a vacation calendar for the office and verify requests for time off against the employee’s accrued vacation allowance
  • Request insurance and WCB (Workers Compensation Board) certificates for all projects and proposals
  • Manage and approve all PISs (Project Identification Sheet)
  • Approve vendor invoices for all office purchases
  • Act as single point of contact for Corporate office and initiatives for the Mississauga office
  • Manages the month end deadlines noted on Monthly Submissions Calendar including expense reports, timesheets, month end logs, vendor invoices, and PIS submissions
  • Responsible for the Corporate Visa purchases and reconciliations of the monthly statements
  • Assist Project Managers with 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
  • Organize Staff Meetings/ Client Events for the Mississauga office and/or region
  • Represent Mississauga office on the region’s Social Committee
  • Provide reception backup
  • Other functions as deemed appropriate to the position

Qualifications

What you’ll need to be successful:

  • A minimum of 5-7 years’ experience in an 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 and/or invoicing 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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