Office Manager

The Office Manager will be responsible for organizing and coordinating all aspects of the administrative activities that facilitate the smooth running of an office.

 

The Office Manager will have exceptional attention to detail and superior written and verbal communication skills. This person will perform a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operations of the organization.  The role will also demand exceptional documentation skills with a focus on assisting the development of the company Quality Management System (QMS).  

 

Office Manager Duties:

  • General office administration, supplier’s relations, organize and maintain office and kitchen supplies, primary liaison with various service providers.
  • Assist with Human Resources and Accounting administrative support on an as needs basis
  • Greet clients and visitors
  • Receive all emails and inquiries from the company Website
  • Assist with processing incoming sales orders for turnkey products and ensuring orders are processed and fulfilled in a timely manner
  • Book conferences and tradeshow logistics
  • Assist staff with preparation and processing of expense reports on a monthly basis
  • Serve as primary liaison to Accounting, Legal and other outside vendors.
  • Assist with Calendar management, meeting planning for staff and Travel arrangements as needed
  • Organize social activities

Documentalist Duties:

  • Assist in the development of Quality Management System documentation including Policies, SOPs, Forms, Records and related tasks
  • Oversee the change control process for new documents and archival of historical documents
  • Assist in preparation of reports, presentations, proposals, etc.
  • Prepare NDA’s
  • Manage projects and follows up on action items on behalf of senior staff

Competencies:

  • DEC in Business Administration or equivalent
  • Must have 3-5 years of experience of administrative experience in a professional office environment
  • Maintains confidentiality, tact and respect at all times
  • Experience with Microsoft Office (Word, Excel), Gmail, Google Docs, QuickBooks Online (an asset)
  • Must possess excellent customer service and communication skills (both written and verbal)
  • Able to work independently and in a team
  • Excellent at prioritizing and meeting tight deadlines
  • Project management experience preferred
  • Prepare correspondence accurately and with excellent attention to detail
  • Must be able to communicate (oral/written), coordinate, organize, plan and prioritize large volumes of work in both French and English
  • The successful incumbent must have strong work ethics, integrity, tolerance of stress and ensure confidentiality, diplomacy and tact at all times
  • Efficient and accurate
  • Strong work ethics
  • Excellent memory ability
  • Adherence to timelines and deadlines

We invite interested candidates to send us their resume to the attention of
Sophie Lemieux: slemieux@spinologics.com