Office Manager

Corrpro Calgary AB - Calgary, AB (30+ days ago)

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Overview

Corrpro Canada Inc. is looking for an Office Manager to join our team for a Maternity Leave coverage in our Calgary, Alberta location.

This will be a one-year contract position starting in February, 2020.

Corrpro Canada, a subsidiary of Aegion Corporation, is Canada’s largest corrosion engineering, cathodic protection, and corrosion monitoring business for the protection and preservation of infrastructure. Corrpro provides professional corrosion consulting and cathodic protection engineering services to major oil companies, government agencies, municipal water, sewer and gas utilities, universities, and public transportation agencies. Corrpro has complete construction installation services, including crews and equipment to install any type of cathodic protection system for any type of structure. For more details, visit www.corrpro.ca.

Responsibilities

As the Office Manager you will be responsible for planning and overseeing all administrative support and office services. This includes coordinating and communicating office activities, reception duties, shipping and receiving, supplies and stationery, new hire adminstration and assisting with the safety requirements of the company's facilities and assets. This role will also have the responsilbity to provide assistance to the Commercial Team by supproting the preparation of various reports and any necessary supporting data, spreadsheets or other communications.

Office Management:
Answer switchboard-incoming calls, including international calls, and route to appropriate person, department or region; monitor inbound faxes
Monitor inbound/outbound shipping and receiving
Support the HR team with New Hires and the completion of New Hire Packages
Maintain and update corporate phone directory, internal information and distribute appropriately
Manage boardroom meeting schedule; order catering as per request
Maintain emergency response phone numbers; attend yearly Fire Warden building training sessions
Assist with submitting monthly safety forms to corporate safety coordinator
Maintain office and kitchen supplies stock
Order and recycle equipment, and consumables as needed
Monitor Company equipment use, ensure it is in safe working order
Manage landlord & tenant communication (concerns, contact information update, Conference Centre booking); distribute building and Fitness Centre notifications)
Assist in the management of office security, such as the assignment of access cards/office keys as well as Corrpro outside storage keys and cards
Handle staff requests, complaints, concerns, etc.
Support Business Unit administrator when necessary

Commercial Administration:
Handle customer concerns/requests by monitoring commercial email inbox
Subscribed bid sites monitoring and distribution of potential opportunities to the commercial team based on assigned accounts; maintain all bid sites accounts active
Complete and submit pre-qualifications as per commercial team requests; e-bid submission
Maintain Vancouver virtual office account active; organize meetings/catering in Vancouver as per request
Organize weekly commercial team meetings, take meeting minutes and post them on internal shared drive
Occasional AP duties like creating PO’s, coding invoices and submitting them to the AP
Support Commercial Team with management and updates of CRM program (ACES - Aegion Customer Evolution System); also includes running various reports as per commercial team requests
Generate various monthly and daily reports for Commercial Team from different internal systems
Maintain commercial accounts list updated and run monthly reports
Generate JDE System job cost and Journyx time sheet reports as per requests (Engineering Team)
Represent Corrpro in a professional manner, with a high degree of respect for all existing and potential customers
Other duties as assigned.
Qualifications
College diploma or university degree or an acceptable combination of education and experience.
3 years of direct work experience in an office management or facility management capacity.
Proficient in all Microsoft Office applications including Word, Adobe, Excel, Power Point and Outlook.
Ability to prioritize and organize many diverse tasks at once.