Office Manager - Toronto, Canada - Kiewit Corporation

Kiewit Corporation
Kiewit Corporation
Verified Company
Toronto, Canada

1 week ago

Sophia Lee

Posted by:

Sophia Lee

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Description

Requisition ID:168417


Job Level:
Mid Level


Home District/Group:
Kiewit Development Company


Department:
Administration


Market:
Corporate Home Office


Employment Type:
Full Time


POSITION OVERVIEW:


  • The Office Manager will perform a variety of administrative, organizational and executive support duties, requiring flexibility with assignments and the ability to work with a geographically dispersed team of development professionals. The Office Manager will need to have a strong background supporting administrative functions and assist the overall office management.

DISTRICT OVERVIEW:


  • At Kiewit, we work hard to develop innovative and costeffective solutions for our clients both public and private.
  • Kiewit Development Company originates, develops, and manages complex transactions across North America in all of the sectors and markets in which Kiewit operates. We support Kiewit's design and construction activities by sharing strategic advice, providing commercial and financial structuring, investing capital and actively managing our investments. With a dedicated team of project development and finance professionals, Kiewit Development Company brings extensive experience structuring complex mega projects and alternative delivery transactions. We work closely with public and private clients to understand their needs and constraints to deliver tailored solutions.

LOCATION:


  • This position is for an inperson role, based out of downtown Toronto. The office Manager will report directly to the Senior Vice President (based in the Toronto office).

RESPONSIBILITIES:


  • Office management, including:
  • Managing main reception desk
  • greeting visitors and directing them as needed
  • Answering main office line in a timely and professional manner
  • Receiving and routing incoming packages and mail
  • Assisting in maintaining a clean and efficient office environment, including kitchen and boardroom areas
  • Maintaining office supply inventory and unpacking supplies
  • Scanning, copying and distributing correspondence or other printed materials
  • Office desk / computer set up, stationary supplies and access passes and security FOBs
  • Managing internal cloud storage/data systems (SharePoint, OneDrive) by uploading and managing online folders, as appropriate
  • Proofreading and formatting presentation materials, as may be required
  • Executive team support, including:
  • Supporting executive team travel bookings and expense submissions
  • Being the main point of contact for KDC executive team inquires
  • Acting as KDC corporate district liaison for all head office updates
  • Work closely with Kiewit District EAs and assist executives in coordinating meetings
  • Working closely with the KDC Director Financial Management and assist them in various administrative tasks, as may be required
  • Assist with special projects, as may be required
  • Other administrative tasks, as may be required
  • Meetings and events coordination, including:
  • Assisting with scheduling conference room bookings
  • Arranging for dining reservations as well as receiving catering orders for team members' internal and/or external business meetings
  • Coordinating all team socials and local events
  • Setting up AV requirements for any team meetings and onsite executive presentations
  • Being proactive in offering support with presentation set up, virtual meetings, external guest support
  • Scheduling all annual/ quarterly meeting for the broader KDC and executive teams
  • Supporting conference and industry event registrations, conference sponsorships and memberships
  • Manage team travel schedule
  • Coordinating social media posts for KDC
  • Coordinating logistics for all conference dinners, events and meetings
  • Expense management, including:
  • Expense management, tracking and submission of office expenses and executive team members' expenses
  • Coding and submitting office/corporate invoices
  • Creating and submitting project purchasing orders, as applicable
  • Tracking specific project invoices
  • Following up with Accounts Payable to ensure payment is completed in a timely manner
  • Reconciling invoices within internal systems

QUALIFICATIONS:


  • Relevant college / postsecondary education
  • Relevant administrative experience
  • Excellent spelling and grammar skills
  • Excellent communication skills (verbal and written) and comfortable presenting
  • Excellent organizational and time management skills
  • Ability to multitask and prioritize
  • Detailoriented with strong analytical skills
  • Ability to work well with others in all capacities within a corporate environment
  • Exceptional skills in Outlook, Microsoft Word, Excel & PowerPoint
  • Fastpaced office environment; must be able to interact professionally with all levels of management while simultaneously managing a diversified workload and challenging situations efficiently and effectively
- #LI-RP1
Other Requirements:


  • Regular, reliable attendance
  • Work productively and meet d
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