43 Office Management jobs in Canada
Director of Project Management Office
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Job Description
Salary: 15000-18000
Pivot HR Services is pleased to present this Director of Project Management role on behalf of our valued client, Olympic International.
About Us:
Founded in 1963, Olympic International Sales is Western Canadas leading sales provider of HVAC equipment solutions. Headquartered in North Vancouver, weve grown from a manufacturers representative to the regions foremost HVAC solutions provider, serving British Columbia and the Yukon. We specialize in meeting the HVAC equipment needs of building owners, mechanical contractors, engineering, procurement, and construction (EPC) firms. Whether its for industrial, commercial, or institutional applications, our extensive HVAC knowledge and technical expertise drive our commitment to excellence.
The Role:
Reporting to the COO, the Director of Project Management is a high impact position responsible for overseeing the Project Management Office (PMO) for Olympic International Sales, ensuring that all projects are executed efficiently, on time, within budget, and aligned with the companys strategic objectives. This leadership role will focus on driving process improvements, standardizing project management practices, and enhancing the overall performance of the Project Management Office to support business growth and client satisfaction.
Responsibilities:
Leadership & Strategy
- Lead and mentor junior Project Managers, providing direction, support, and mentorship to multiple project managers and coordinators in a matrix organizational setting.
- Develop and implement Project Management Office strategies, policies, and processes that align with company goals and objectives.
- Act as a key stakeholder in cross-functional leadership teams to drive project management optimization across the organization.
- Ensure effective strategy for Portfolio Management, encompassing a large number of HVAC projects.
Project Management Oversight
- Oversee and ensure the successful delivery of all HVAC projects, from inception through completion.
- Monitor the status, risks, timelines, and budgets of active projects, providing guidance to project managers to resolve issues.
Project Management & Efficiency
- Establish project management best practices, methodologies, and standards for the company. Be able to create clear and concise SOPs.
- Identify opportunities for process improvement within project management and work to standardize and streamline workflows.
- Develop key performance indicators (KPIs) to measure project success and implement corrective actions when necessary.
- Ensure a seamless process (using Smartsheet or similar tools) for project portfolio reporting.
Budget & Resource Management
- Manage and allocate resources effectively to ensure project success while maintaining cost controls.
- Oversee project management budgeting and financial tracking, ensuring that projects remain within financial guidelines and financial practices.
Stakeholder Communication & Reporting
- Serve as the main point of contact for executives and internal clients regarding reporting of ongoing strategic issues related to project management.
- Configure project portfolio management reporting to ensure regular reports, and progress updates to senior leadership and internal clients.
- Lead project-related meetings and presentations, ensuring all stakeholders are aligned and informed.
Team Development & Training
- Build and maintain a high-performing project management team through coaching, training, and continuous development.
- Provide career growth opportunities for team members, ensuring that the PMOs talent pool remains strong and capable of handling increasing project demands.
Risk Management
- Mentor project management staff to proactively identify and manage project risks, issues, and conflicts to minimize disruption and impact on project timelines and outcomes.
- Support project managers to develop contingency plans and provide solutions to address unforeseen challenges in project execution.
Key Qualifications:
Education
- Bachelors degree in business, Engineering, or a related field (Masters or MBA preferred).
- PMP (Project Management Professional) certification or equivalent.
Experience
- 8+ years of experience in project management, with a minimum of 5 years in a leadership role, ideally in the HVAC, construction, or related industries.
- In-depth knowledge of project management methodologies, tools, and software.
- Experience managing a team of project managers and supporting large, complex projects from start to finish.
- Strong financial acumen and ability to manage project budgets effectively.
- Excellent problem-solving skills, with the ability to analyze and address complex project challenges.
- Strong interpersonal and communication skills, with experience in stakeholder management and client-facing roles.
- Familiarity with project management software (e.g., Microsoft Project, Primavera, Smartsheet, etc.).
Benefits:
- Health, Vision, and Dental Care
- Paid Time Off
- Yearly Physical Health Benefit
- Training & Development, and Mentoring/Coaching
- Wellness resources (such as standing desks, ping-pong table, on-site kitchen)
- Company Events (such as BBQ, End of the Year Party etc.)
- Business Casual Dress Code
What you can expect from us:
At Olympic International Sales, we are dedicated to your professional growth, fostering collaboration, and recognizing your contributions. We strive to create an engaging and fulfilling workplace where your success aligns with ours, and we are committed to supporting you throughout your career journey.
How to apply:
Olympic International is an equal-opportunity employer that values diversity, equity, and inclusion. We encourage interest from individuals belonging to equity-seeking groups. We invite interested candidates to submit their application by April 5, 2025.
Director, Project Management Office (PMO)
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Company Description
Who we are:
At RCL - Reitmans (Canada) Limited , we live and breathe fashion and customer experience every day. We believe that fashion is about more than just style — it's about empowering our customers with the confidence to shine when it matters most.
Whether through bold ideas at the design table or seamless experiences in our stores and digital channels, our goal is to create unforgettable moments. With a strong portfolio of brands and a passionate, creative team, we constantly reimagine what’s possible in fashion retail.
Job DescriptionPosition Overview
Reporting to the Chief Financial Officer (CFO), the Director, Project Management Office (PMO) is a key senior leadership role at Reitmans (Canada) Limited (RCL). This individual will lead the corporate PMO function, overseeing the planning, execution, governance, and successful delivery of strategic, cross-functional projects.
The Director will manage a team of project professionals, external partners and collaborate with departments across the organization to drive initiatives forward. This includes leading major enterprise-wide projects related to technology, business process transformation, and physical infrastructure and equipment upgrades.
A core responsibility of this role is to establish and uphold project governance frameworks, ensuring consistency in project management practices, effective risk management, and alignment with organizational objectives. The Director will play a key role in enabling informed decision-making and driving accountability across all project portfolios.
Key Responsibilities
- Leadership and Strategy : Provide strategic leadership and direction to the PMO team, fostering a culture of excellence, continuous improvement, and strong project governance. Ensure alignment with the organization’s overall strategic priorities by developing and driving a PMO strategy focused on proactive planning, flawless execution, transparency, and measurable delivery.
- Project Governance: Establish and maintain standardized project management methodologies, tools, and best practices, ensuring consistency across all initiatives. Oversee adherence to established governance frameworks to support effective project execution and accountability.
- Portfolio Management: Oversee the management of the project portfolio, managing initiatives based on resource availability, risks and technology. Monitor and report on the status of projects, ensuring timely delivery and effective risk management. Establish and report Key Performance Indicators that reflect progress and potential future issues.
- Resource Allocation: Manage the allocation of resources, including staff, budget, and technology, to support the successful execution of projects. Collaborate with department heads to ensure the optimal utilization of all key resources and address any capacity constraints. Ensure that all key subject matter experts are identified across the organization and contribute to the related projects at the right time. Coordinate sequencing of both resources and project plans to cover IT, people and process (including change management) deliverables.
- Stakeholder Engagement: Build and maintain strong relationships with key stakeholders, including executive leadership, department heads, and external partners. Communicate project status, risks and issues effectively, ensuring transparency and stakeholder buy-in. Develop processes and tools to address and negotiate any potential conflicts.
- Team Development: Develop and mentor PMO team members, ensuring they have the skills and competencies needed to deliver high-quality project management services. Recruit and train staff as needed, while fostering a collaborative and supportive environment that promotes continuous learning and professional growth.
- Performance Measurement: Define, track, and analyze key performance indicators to assess the PMO’s effectiveness and efficiency. Conduct regular performance evaluations of project execution and implement corrective actions when needed to ensure delivery of expected outcomes, benefits, and overall project success.
Qualifications
- Bachelor’s degree in business administration, management, technology, or a related field is required. Master's degree or professional certification is a major asset.
- Minimum of 10 years of experience in project management, with at least 5 years in a senior leadership role. Proven experience in managing complex, cross-functional projects and leading a PMO is essential.
- In-depth knowledge of project management methodologies, standards, and best practices. Familiarity with industry-specific regulations and compliance requirements. Understanding of financial management principles and budgetary control.
- Proven leadership, communication, and interpersonal skills, with the ability to inspire teams and influence stakeholders at all levels.
- Demonstrated capability to translate business objectives into actionable project plans, while developing and implementing robust governance frameworks and processes. Proficient in project management tools and software, with strong problem-solving and decision-making abilities to navigate complex project challenges.
- Demonstrated strong customer focus by consistently delivering high-quality services and solutions that meet the needs of both internal and external stakeholders.
- Effective verbal and written communication skills in both English and French, with the ability to articulate complex concepts clearly, confidently, and concisely to diverse audiences.
Additional Information
What Sets Us Apart:
- Ultimate flexibility : Enjoy a hybrid work environment that ensures the perfect balance between work and personal life.
- Well-being first: Access a comprehensive benefits program designed to take care of you.
- Flexible time off: Paid leave, sick days, and vacation time to recharge and spend quality time with loved ones.
- Exclusive discounts: Enjoy 50% off regular-priced items from Penningtons, Reitmans, and RW&CO.
- Referral rewards: Refer friends and earn a bonus for helping us grow our talented team.
- Growth opportunities: Annual bonuses, career advancement, and tuition reimbursement to help you reach your professional goals.
Total rewards are aligned with your employment status, offering different perks depending on whether you're full-time, part-time, or under contract.
If this inspires you…let’s talk. Send us your resume today!
By the way, did you know that RCL - Reitmans (Canada) Limited has several hundreds of stores all across Canada and three fashion apparel banners? Get ready to join the Canadian fashion retail icon, with a great success story where you can have a voice and make a real difference.
There are many ways to wear a career at RCL! #ReadytoRCL
Reitmans (Canada) Limited is an equal opportunity employer. We are committed to a diverse and inclusive workplace for all. We recognize that our future success depends on the perspectives and contributions of all our employees -- their diverse backgrounds, abilities and experiences make our business stronger. If you are contacted for a job opportunity, please advise us of any accommodations needed to ensure fair and equitable access throughout the recruitment and selection process. All accommodation information provided will be treated as confidential and used only for providing an accessible candidate experience.
We thank all applicants. Only selected candidates will be contacted.
#LI-Hybrid
Senior Manager - Project Management Office (PMO)
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Job Description
Senior Manager – Project Management Office
OUR PURPOSE
At HH Angus, we strive to expand what is possible to shape a better future. We do this by empowering our employees to do their best work, find meaning in what they do and provide opportunities to grow. As an independent consulting firm with over 450 employees, we create innovative and sustainable solutions for our clients’ most complex challenges. Our passion is solving problems, innovation is our culture, sustainability is in our DNA, and we thrive on our clients’ success.
MAKE AN IMPACT THAT MATTERS
We’re looking for an experienced and strategic Senior Manager to guide and elevate our growing Project Management Office (PMO) team. In this high-impact role, you’ll oversee a team of project professionals, ensuring excellence in project delivery through smart resourcing, coaching, and operational oversight.
You’ll play a central role in shaping how projects are initiated, managed, and delivered across the firm—balancing client expectations, risk, and performance. With a strong focus on leadership, continuous improvement, and cross-functional collaboration, this role is ideal for someone who thrives on developing others, refining systems, and driving project success from kickoff through closeout.
WHAT YOU’LL DO
- Builds, supervises, and develops a team of project management professionals.
- Identifies and assigns appropriate project managers and coordinators to projects, balancing workload, and resourcing needs.
- Leads or contributes to internal strategic initiatives and supports the professional growth of project managers through coaching, feedback, and development planning.
- Monitors project status and team performance through regular check-ins and internal reporting.
- Tracks and supports financial performance of projects, including utilization, backlog, and margin oversight.
- Acts as a point of escalation and delivery support for project management-related issues, risks, or client concerns.
- May perform project oversight or act in a project manager capacity for critical or at-risk projects, or as needed.
- Reviews project initiation plans, schedules, budgets, and forecasts to ensure projects are set up for success.
- Monitors the application of QA/QC and document control processes across project teams, ensuring consistent standards, compliance, and continuous improvement.
- Works to ensure consistent adoption of project management tools, processes, and standards
- Supports project managers and project teams in the contract reviews and negotiations, including scope alignment and risk identification, ensuring consistency with internal standards.
- Provides coaching and support to project managers in managing client expectations, resolving issues and maintaining strong client relationships.
- Leads feedback and lessons learned processes with project managers to identify themes, drive continuous improvement and enhance delivery standards
- Collaborates with Finance and Operations to ensure accurate reporting on project status, resourcing, and forecasts.
- Participates in select divisional operations meetings and supports strategic and resourcing discussions.
- Supports the deployment of related corporate initiatives that align with project management delivery
- Other duties as required.
WHAT YOU’LL BRING
- Degree or diploma in a related field
- PMP or in progress is desirable
- Min 7 years PM experience, ideally in AEC
- Demonstrated ability to lead, coach, and develop project management teams.
- Proven track record managing multiple, complex projects simultaneously with a focus on delivery, budgeting, scheduling, and risk mitigation
- Experience in resource planning and capacity management
- Strong familiarity with project management methodologies, tools, and best practices.
- Experience collaborating cross-functionally with Finance, Operations, and senior leadership.
- Excellent communication, conflict resolution, and client management skills
WHY HH ANGUS
- Hybrid and flexible work options
- Defined career path and mentorship support
- Meaningful projects with real-world impact
- Comprehensive benefits, wellness programs, and professional development
- Inclusive, collaborative culture where your voice matters
ARE YOU READY TO EXPAND WHAT IS POSSIBLE?
Apply now with your resume and a brief cover letter highlighting your experience.
HH Angus is committed to providing an accessible work environment. Upon request during the recruitment process, HH Angus will accommodate applicants with disabilities. For more information on our Accessibility Program please refer to our Accessibility Policy.
We thank all candidates for their interest, but only qualified candidates will be contacted. We are an equal opportunity employer.
Head of Facility Management
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Job Description
Company Description
PartnerRe is a leading, privately owned, multi-line global reinsurer with a reputation of financial stability and strength, and a commitment to rebuilding businesses and communities after risk events around the world.
Our mission is to continue to be a financially stable and predictable business partner, supporting our clients with solutions tailored to their needs, delivering superior returns to our owner, providing rewarding opportunities for our people and making a positive contribution to society. To achieve this, we live by our values of Integrity, Performance, Collaboration, Straightforward Communication and Respect and Care.
Core to The PartnerRe Experience is our global nature. No matter where you sit in the company, you are part of something bigger. Our teams represent our truly international mindset, forging connections across office locations and all levels of the organization and building a network of mutual success. The result is a day-to-day experience that will allow you to:
Shape your own career
Grow in a supportive environment
Connect with a community of experts
Make an impact
View Home - PartnerRe Experience e-book to find out more about what it’s like to work at PartnerRe.
We are always looking for bright, proactive individuals to join our team!
Please follow our Careers page for all updates on new positions. We look forward to receiving your application.
PartnerRe is an equal opportunities employer.
Please join our company LinkedIn Page for all updates on new positions that are coming live.
Job DescriptionAbout this job:
As the Group Head Facility Management, you assume responsibility for overseeing and managing all aspects of PartnerRe’s physical work environment. You manage the company's portfolio of office leases and oversee the operation of all offices, including office fit-outs, relocations, and office closures across all geographies where PartnerRe has a presence. You ensure alignment with corporate finance policies, manage budgets, and support local managers in operational and office project activities. Your role involves managing the lease portfolio, negotiating leases, ensuring smooth day-to-day operations of all offices in compliance with applicable laws, regulations and internal guidelines, overseeing or managing projects, and serving as a discussion partner for senior leadership to support strategic decision making.
About the role:
- Oversee the day-to-day operation of all offices by establishing and maintaining the required guidance, supporting local managers, and ensuring consistency across locations as applicable while allowing for local specificities as required.
- Functional lead of a global team with direct management responsibility for teams in Zurich, Paris, Stamford, Bermuda.
- Understand and manage the company's portfolio of office leases. Manage lease expiries and anticipate necessary activities.
- Manage all procurement and finance aspects related to the Real Estate function, including budgeting, invoice processing, variance analysis, procurement guidelines, and oversight of vendor and contract management.
- Negotiate office leases and work with real estate brokers across Europe, North America, Asia, and Bermuda
- Lead and manage office projects, including office fit-outs, or support local managers in doing so, ensuring completion to the agreed scope with the agreed quality as well as timely and within budget, ensuring a good mix of consistency and local empowerment, compliance with IT requirements, and minimal business disruption.
- Manage guidance and ensure compliance of all offices with health, safety, and environmental regulations as well as physical office security standards, emergency preparedness and business continuity.
- Develop and maintain industry knowledge and awareness of trends for use in own work.
About you :
- Master’s Degree (bachelor’s degree may be acceptable depending on experience) in a field relevant to the job profile (e.g. economics, finance, real estate or facility management
- Computer science, engineering) and at least 10 years of relevant professional experience.
- Based in Dublin or Toronto, willingness for limited business travel.
- (Re-)Insurance industry experience a strong asset.
- Experience in managing multiple sites and teams across different geographies.
- Knowledge of and experience in negotiating office leases, working with real estate brokers in the relevant geographies, managing a portfolio of office leases and overseeing office operations.
- Knowledge of and experience in managing projects for office fit-outs and furnishings, including room acoustics, office ergonomics, and IT requirements for office installations and the digital workplace.
- Proficiency in Excel, PowerPoint, and Word.
- Natural leadership and ability to engage and manage stakeholders outside of direct reporting lines.
- Strong oral and written communication skills with individuals at all hierarchical levels.
- Ability and experience with working in an international and multi-cultural environment.
- Conceptual thinking and the ability to produce structured output.
- Holistic view of topics with attention to detail when necessary.
- Focused on results and biased towards action, willingness and ability to work effectively across departments, hierarchical levels, and locations throughout the organization.
Additional Information
#LI-Hybrid
PartnerRe provides a working environment in which diversity is valued, where all employees feel welcome, respected, and empowered to perform at their best. We invite you to learn more about D&I at PartnerRe.
Thank you,
PartnerRe Hiring Team
Administrative Support
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Job Description
Administrative Support
We’re looking for a detail-oriented Administrative Support specialist to assist our Accounting Department. While this role is primarily administrative—focused on organizing documents, managing correspondence, and supporting the team with various office tasks—some familiarity with accounting processes is a plus. This is not an accounting position, but an understanding of cash handling practices and general accounting terminology can be beneficial. If you thrive in a structured environment and enjoy keeping operations running smoothly, we’d love to hear from you
This is a temporary in-office position, based out of our Langford head office, to provide coverage during parental leave, with an expected duration of approximately 9 months. The preferred start date is September 1, 2025.
This is YOU to a ‘T’:
- You are confident, kind, patient, a great listener and above all else have a team centric approach.
- You build consensus within diverse groups and manage expectations clearly.
- You diffuse situations and handle conflict and negative emotions effectively.
- You enthusiastically support positive changes and see opportunities rather than challenges.
- You take initiative and go above and beyond to get things done. You're always ready to step up and contribute wherever needed.
- You have a sense of humor and have fun.
- You create systems to keep organized and stay on top of lots and lots of emails and tasks.
- You love learning, setting goals, and are open to guidance and feedback.
The role day to day:
- Assist with various administration/office duties such as mailing, filing, and scanning.
- Update and maintain our property management database.
- Handle confidential documents with complete discretion.
- Effectively support the Accounting Supervisor and team.
- Work with the Arrears team whose core responsibility is the delivery of positive, appropriate, and sustainable outcomes for our clients, which help them to maintain and regain financial stability.
- Assist with answering department office phone calls and transferring them to the appropriate person where needed.
- Verify cash deposits
- Follow office and company protocol regarding service.
- Attend regular meetings.
- Positively represent the company in the community.
- Provide in office support to remote members of the accounting department.
- Other duties as required.
A little about us:
- We are friendly, hardworking and a little weird.
- Our purpose is helping people live and grow together in every way possible.
- Our paradigms we strive for are Rebellious Optimism, Wholehearted Togetherness, Insidious Joy, Radical Transparency and Relentless Incrementalism and our Purpose is helping people live and grow together.
- Do you want to know more? Visit our website
Experience & Qualifications:
- Must possess a high level of moral judgment for handling confidential information and monetary transactions.
- Effective attention to detail and a high degree of accuracy.
- Excellent typing and knowledge of computer systems including Outlook, Word and Excel is required.
- Valid driver's license and reliable motor vehicle is an asset.
- Clean criminal record check.
- Ability to handle multiple things going on at once including multitasking, meeting deadlines, and maintaining clear communication with the team and clients.
Position Details:
- This is a temporary, full-time, in-office position. However, we also welcome applications from qualified part-time candidates who can commit to at least 20 hours per week, with a set schedule of Monday to Friday, 9:00 AM – 2:00 PM.
- $40,000-44,000 annually to start, based on experience and qualifications; $0.51- 22.56 per hour, if not working a full-time schedule of 37.5 hours per week.
- Office hours are Monday through Friday, 8:30 am – 5 pm, with a 1-hour lunch break.
- Weekends and statutory holidays off.
Other Details:
- Wellness and Social Committees.
- RRSP matching.
- Health Benefits.
- Paid days off on your birthday and job anniversary.
- Paid volunteer days and other volunteer opportunities.
- Monthly get-togethers for lunch.
- Seasonal staff parties.
- Employee referral program.
- Education reimbursement program.
- Opportunities for growth.
We are looking for someone who will fit in well with our values and the team. To apply for this position, please submit your resume and cover letter outlining why you will be a great fit for the Administrative Support role with us. We are looking forward to reviewing your application!
Please note that only selected for the interview process candidates will be contacted.
About Proline Management Ltd.:
With 55+ employees, 3 offices, and over 39 years in the business of property management, we are a friendly, interactive and hardworking group of people focused on developing and improving our organization and contributing to our community. We offer fun and professional working environment, maintaining an inclusive, small business feel while constantly striving to improve and develop as a company. We welcome team members who approach each day with positivity and enjoy working to help others live and grow together.
Administrative Support Professional

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**Job Description**
Cintas is seeking an Administrative Support Professional to support a manager and/or department. Responsibilities may include typing, filing, data entry, answering phones, managing travel arrangements, obtaining supplies, running and preparing reports and working on special projects, preparing reports, managing all incoming and outgoing mail, composing letters, memos and proposals, communicating with executives and creating presentations. This role interacts with diverse groups composed of internal and external customers at all levels. Independent judgment is required to plan, prioritize and organize a diversified workload and recommend changes in office practices or procedures.
**Skills/Qualifications**
Required
+ High School Diploma/GED
+ Minimum 2 years' administrative experience
+ Intermediate/advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and intranet/internet
+ Strong communication and customer service skills
+ Ability to work with a sense of urgency and manage multiple tasks at one time
+ Ability to keep confidential matters regarding our business and partners in full confidence
+ Ability to meet pending deadlines, prioritize work and emergency work requests
Benefits
Cintas provides extended health care coverage for many services not covered by the Provincial Health Care System. This coverage is provided at no cost to employee-partners.
Additionally, our employee-partners enjoy:
- Competitive Pay
- Registered Retirement Savings Plan (RRSP) and Deferred Profit Sharing Plan (DPSP)
- Disability, Life and AD&D Insurance, 100% Company Paid
- Paid Vacation and Holidays
- Skills Development, Training and Career Advancement Opportunities
Company Information
Cintas Corporation helps more than one million businesses of all types and sizes get Ready to open their doors with confidence every day by providing products and services that help keep their customers' facilities and employees clean, safe, and looking their best. With offerings including uniforms, mats, mops, towels, restroom supplies, workplace water services, first aid and safety products, eye-wash stations, safety training, fire extinguishers, sprinkler systems and alarm service, Cintas helps customers get Ready for the Workday®. Headquartered in the U.S., Cincinnati, OH, Cintas is a publicly held Fortune 500 company traded over the Nasdaq Global Select Market under the symbol CTAS and is a component of both the Standard & Poor's 500 Index and Nasdaq-100 Index.
In accordance with applicable laws (including human rights and accessibility legislation), accommodations will be provided in all parts of the hiring process. Applicants are required to make their needs known in advance.
Cintas Corporation is proud to be an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, national origin, age, genetic information, disability, protected veteran status, or any other characteristic or category protected by local, state, provincial, or federal law.
This job posting will remain open for at least five (5) days.
**Job Category** : Office Administration
**Organization:** Rental
**Employee Status:** Regular
**Schedule:** Full Time
**Shift:** 1st Shift
Administrative Support Specialist
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Job Description
Salary: $55,000-65,000 Yearly
Are you a highly organized and proactive administrative professional with a passion for
efficiency and innovation? We're seeking a dedicated Administrative Support Specialist to join our Cabin Operations team. In this pivotal role, you will providecomprehensive administrative assistance to our senior leaders and project managers,playing a key part in the smooth operation of our business.
We are looking for someone eager to explore and implement cutting-edge AI tools to
revolutionize our administrative processes. If you're excited by the prospect of learning new technologies and contributing to a more efficient future, we want to hear from you!
Key Responsibilities:
HR Administration:
- Assist senior leaders with various human resources administrative tasks,
including onboarding support, record keeping, and scheduling interviews. - Support the coordination of HR-related meetings and events.
- Maintain confidentiality and accuracy of all HR documentation
Project Management Administration:
- Provide administrative support to Project Managers, including scheduling
meetings, preparing agendas, and taking minutes. - Assist with preparing, organizing and maintaining project documents
including contracts, drawings, permits, RFIs, submittals and change
orders. - Assist with the organization and tracking of project documentation.
- Help monitor project timelines and deliverables as needed
General Administrative Support:
- Prepare and format documents, presentations, and reports.
o Assist with creating presentations, bid packages, or submission
documents as needed
- Prepare and format reports, meeting minutes, letters, and other project-
related documents.
- Organize and maintain digital filing systems for easy document retrieval.
- Collect, review, and submit vendor and subcontractor invoices for approval
and payment.
- Ensure invoice coding aligns with the budget and cost tracking systems
- Track and manage logs for RFIs, submittals, transmittals, and changeorders
- Follow up on action items from meetings and ensure properdocumentation is filed
- Order and manage office supplies.
- Perform other administrative duties as required to ensure the efficient operation of Cabin Operations
AI Tool Adoption & Implementation:
- Actively research, test, and utilize AI tools to identify opportunities
for administrative efficiency improvements.
- Collaborate with the team to integrate new AI solutions into daily
workflows.
- Be open to participating in training courses to enhance your knowledge
and skills in AI tools.
Qualifications:
- Proven experience in an administrative support role, preferably supporting senior
leadership or project teams.
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to prioritize tasks, manage multiple deadlines, and work effectively in a
fast-paced environment.
- A proactive, self-starter attitude with a strong desire to learn and adapt to new
technologies.
- Openness and enthusiasm for learning, testing, and utilizing AI tools to
enhance administrative efficiency.
What We Offer:
- A dynamic and supportive work environment.
- Opportunity to play a key role in improving our administrative processes through
innovative technology.
- Investment in your professional development, including training courses to
facilitate the adoption of AI for administrative tasks. - Competitive salary and benefits package.
If you're ready to bring your administrative expertise and your curiosity for AI to our
team, we encourage you to apply!
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