Office Manager - Etobicoke, Canada - Mattamy Homes

Mattamy Homes

Verified Company

Etobicoke, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Location:

Vaughan, Ontario (moving to Toronto - Islington & Bloor - in early 2023)

Company:

Mattamy Homes Canada

D

ivision:

GTA Urban Division

Employment Type:

Full-Time

Reports to:

VP, Finance

***When it comes to forward-thinking homebuilding and thoughtfully planned communities, Canadians think of Mattamy Homes. And that success is centred on a foundation of great people, because our team is as solid as they come. At Mattamy, we are optimistic, hardworking and supportive. Together we learn and grow as we strive to create a positive impact in the homebuilding industry. Contributing to the Mattamy Way means being surrounded by caring people who encourage you to be exactly who you are. It means your opinion is invited and your contributions count. And it means a career filled with pride, knowing you're part of an environmentally-conscious, action-oriented organization with big plans for the future. The opportunity to bring the future of living to homeowners based on what Canadians value is exciting - and we're making it happen.

Learn more about what makes working at Mattamy special and our award-winning culture.

What we offer

Our Mattamy Home GTA Urban Division has a fantastic opportunity for detail-oriented, motivated individual to use their office management expertise for our current office in Vaughan until Spring of 2023, when we are moving to a new office space at Islington and Bloor.

In addition to office management, this individual will also provide administrative support to our executive leaders in Finance and Sales & Marketing.

We're looking for someone who will excel in a team environment, and leverage their excellent communications skills to manage the operations of our GTA Urban office, build new policies and procedures and provide excellent administration support to the senior management team.

This position is in office Monday to Friday.

What you'll do
Office Management

Supervise all areas pertaining to Reception (incoming/outgoing mail, courier deliveries, guest/visitors) through the Receptionist and provide reception coverage support as needed
Assist with the coordination of office moves, renovations and IT infrastructure changes including the upcoming move to our new office at Bloor & Islington.
Liaison and coordinate with property management on general building/suite concerns, parking issues, elevator booking, security, etc.
Manage building security, including the assignment of key fobs and parking passes to approved personnel
Coordinate office supply purchasing, including maintaining stock (Coffee/tea, Toner/Copier, Water supply, Paper stock, etc.) and monitoring usage and distributing received orders
Maintain strong relationships with vendors and suppliers; negotiate contracts for third party suppliers and/or service providers and oversee the office services budget
Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
Manage cleaning, repair, and maintenance service provider contracts and service level agreements
Address employees' queries regarding office management issues
Ensure a professional appearance of all areas of the office including kitchen and meetings spaces

Administrative Support

Provide administrative support to the Finance and Sales & Marketing Executives with:
Calendar management, including scheduling meetings and coordinating meeting rooms equipment, catering, and other meeting requirements
Assisting with the coordination of both onsite and offsite special events or projects
Ability to contribute to the research and management of special projects
Administrative duties such as minute taking, document management, expense reporting, credit card management, etc.
Generate and publish routine reports (Contact lists, milestone schedules etc.)
Other Ad-Hoc responsibilities as required
Collaborate with our Divisional Executive Assistant and Administration team to ensure alignment on administration process and support to the GTA Urban division

What y
ou b
ring

5+ years of experience in office management and administration support in a fastpaced corporate environment
Experience working with suppliers and negotiating contracts
Excellent organizational skills with an ability to meet deadlines and manage multiple priorities and stakeholders
High level of accountability
Enthusiastic and friendly, with a demonstrated clientservice orientation and strong verbal and written communication skills
Demonstrated corporate professional demeanor
Independent and selfdirected with the capability to operate with mínimal direct supervision
Detail oriented with ability to check documents for accuracy, communicate detailed changes and ensure corrections are made
Ability to analyze and problem solve various issues of a time sensitive or confidential nature

Bonus Points