Office Manager

DMSE is looking for an Office Manager to join our group. Based in Saint John, this person will work closely with the entire staff to ensure a successful day to day operation of the office environment.

This is a senior level position. Individual should have a bachelor degree in Business, and be a motivated self starter who can lead and manage a team and manage and execute projects.

Responsibilities:

The Office Manager will oversee and manage all “non-project” work in the organization and ultimately ensure the smooth running of the office and improve day-to-day operations and the client experience. This position will include doing a small amounts of a wide variety of tasks and responsibilities.

Administration

  • Serve as the point person for office manager duties including: Maintenance, Mailing, Supplies, Equipment, Bills, Errands, Shopping.

  • Maintain the office condition and arrange necessary repairs.

  • Organize office operations and procedures.

  • Plan in-house or off-site activities, like parties, celebrations, conferences, travel, etc.

  • Provide general support to visitors

  • Liaise with facility management vendors, including cleaning, catering and security services

    Accounting/record keeping

  • Accounts Receivable - monitor and support project managers relative to work-in-progress levels and invoicing to ensure timely invoice generation and payment.

  • Accounts Payable - monitor and reconcile payables, coordinate contracts with suppliers.

  • Bookkeeping and accounting - work with senior staff and external accountants to ensure accurate financial records.

  • Oversee annual budgeting process.

  • Oversee insurance policies.

    Human Resources

  • Assist in the on-boarding process for new hires

  • Address employees queries regarding office management issues (e.g. stationery, hardware, travel arrangements)

  • Safety

  • Collect and compile safety statistics.

  • Monitor safety program and provide reports and statistics on an as-needed basis.

Skills:

  • A bachelor degree in business or equivalent.

  • Strong communication skills both oral and written.

  • Leadership and planning skills.

  • Customer service orientated.

The primary focus of this role is to lead and manage the day to day operations of the office. This will involve both day-to-day support level activities and development of strategic processes and plans to make the office more efficient.

If you feel your education, work experience and personality make you the ideal candidate to join our team please forward your resume and cover letter to careers@dmse.ca