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Office Manager (Vancouver)

compensation: Compensation Package to be Discussed with Short-listed Candidates
employment type: full-time

Scope of Job

Accountable for delivering quality service to clients in need of temporary workers in the construction, manufacturing and warehousing industries through effective and cost-effective office administration, contributing to corporate profitability and revenue goals

Key Accountability Areas

Assists with scheduling and placement of temporary staff to meet customer requirements
Efficient branch operations from and administrative and bookkeeping approach
Interacts with customers and addresses issues as required

Typical Responsibilities

Ensure efficient, accurate and organized approach to temporary worker information files including contact information and availability information, pay rate, etc. to support the efficient daily dispatch of workers that meet customer requirements.

Contact customers to determine level of satisfaction; tracks and reports results

May assist with coordination of transportation for workers (bus routes, rides)

Distribute timesheets and gather daily time sheets and billing information from temporary workers, confirm with clients as necessary to prepare for payroll input.

Enter relevant data into computer and back-up computer system

Interact with job applicants, assist with completion of applications and may help with screening and assessment of applicants

Assist with input and production of worker pay and related information (injury reports , ROE, etc.)

May be responsible for maintaining employee files and input employee payroll information

Reconcile petty cash and cash advances, rental equipment, etc. and ensure corresponding deductions to payroll, distribute pay to workers

Prepare bank deposits, petty cash replenishment requests and other banking as necessary.

Provide telephone reception services and responds or directs customers request for placement and handles / re-directs inquiries

Produce invoices for clients; tracks incoming payments and maintains related accounting files; may contact clients re: over-due payments

Prepare and distribute sales information packages, rate sheets, and credit applications to clients.

Prepare and distribute reports for sales and management teams.

Organize office files and records in a neat and orderly way

Make recommendations to improve client satisfaction

Coordinate and track dear and equipment issued to workers and ensures it is returned

Coordinate office supply requirements and arrange for cost effective purchasing and discounts

Work with TeksMed

Organize physical appearance in office including cleaning, supplies, kitchen and washroom facilities

Order office / computer/ phone equipment supplies and maintenance upon approval of purchase order.

Job Competencies:

Customer Focus - Demonstrated ability to deliver expected levels of customer service to clients through others by demonstrating competencies in the following areas:

Effectively communicates with clients in a way that shows understanding of their requirements, provides the necessary information, addresses and concerns and builds client relationships.

Knowledge of construction, manufacturing, and warehousing industries and terminology and asset; able to relate to client environment and business issues

Highly responsive and strong sense of urgency related to customer satisfaction

Supports development of skills and work habits of temporary workforce by providing systems, processes and guidance that support success with clients

Flexible and resourceful enough to be able to respond quickly with alternate solutions for clients when sourcing candidates becomes an problem

Where conflict occurs, a proven ability to defuse frustration and creatively resolve problems, escalating where appropriate.

Patient and supportive communication style to resolve escalated customer/worker issues

Able to anticipate problems and possesses contingency planning skills to address issues such as workers not appearing on site

Understanding quality customer service delivery processes and or has taken training in this area

Typical hours are 10:00am - 6:00pm hours, Monday-Friday with one Saturday per month (4hr shift).

Business Acumen - Efficiently and accurately coordinates office administration and adheres to operational procedures through competency in the following areas:

Successful experience in administration of a branch or independent location, ideally within the temporary services or construction, manufacturing, warehousing or retail industries

Track record of providing quality administrative/reception support in demanding environment; with ability to manage multi tasks and priorities

Interaction with customers and delivery of quality customer service

Possesses necessary written communication skills to administer the office procedures and communicate them to other, both internally and externally

Demonstrated ability to plan daily activities and deliver results

Possesses the necessary mathematical and record keeping / financial skills to accurately reconcile cash balances, input to payroll, reconcile client accounts receivables, track and tally timesheets.

Able to research and negotiation purchase of office equipment and supplies

Tenacity to follow up on outstanding items

Demonstrates ability to be self-directed, take responsibility for achievements of results

Possesses post-secondary education or equivalent experience, ideally in the business / office administration or accounting- related program

Leadership – Demonstrates the necessary understanding and skills related to effective Human Recourses Management to be able to show competency in the following areas:

Operational experience an asset and/or possesses ability to coordinate team of semi-skilled workers. ( construction, manufacturing and warehouse trades)

Understanding of effective screening techniques to identify and hire skilled and capable staff

May provide information and resources to workers as required for effective on-site performance.

Has sufficient knowledge of payroll health and safety local labor legislation to be able to understand requirements within the branch as well as customer sites

Understand labor law related to over time calculations

Builds commitment of temporary workers by showing positive and supportive approach

Able to manage stress and demonstrates high level of patience to avoid passing along frustrations to employees or

Teamwork- Abe to work collaboratively with other staff members to ensure customer needs are met. Shows competencies in the following areas:

Understands team goals and works with colleagues to achieve set goals

Acts as a support for others and fills in where necessary due to workload or staffing constraints

Acts as a role model for team in effective teamwork across the organization

Maintains positive relationship with team and handles conflict with colleagues in a professional and constructive manner

Assertive and approachable

Other Technical competencies to perform this role

Must have demonstrated skills at an intermediate level to use computer software applications including MS Word, MS Excel, Access, or other database tool, Email and to learn new applications (custom or otherwise)
Able to operate office equipment such as copiers, phone systems, etc.

May be required to train colleagues on new office equipment

This role will be performed effectively when

Temporary workers are on site, on time, as scheduled
Customer and worker files are accurate and up to date
Information and files are easily accessed
Reports to managers are accurate and timely
Customers (internal and external) provide positive feedback
Customers rate the level of satisfaction with service is above expectations
Placement requests are filled 98% of the time
Reports are accurate and delivered on time
Financial/payroll/timesheet reports are accurately reported
Positive feedback from temporary workers
Few billing errors and changes
Reduction in number of worker replacements
Accidents are monitored investigated and tracked
Work with TeksMed

  • Principals only. Recruiters, please don't contact this job poster.
  • do NOT contact us with unsolicited services or offers

post id: 7020880145


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