Job Title: Office Manager
Name of Employer: Kablamo Canada Inc.
Address of work location: Level 5, 292 Adelaide Street West, Toronto, Ontario, M5V 1P6, Canada
Employment Term: Full-time, Permanent, On-site work
Duties:
• People and Culture:
o Employee Relations: Handle employee queries and maintain a positive work environment.
o Recruitment & Onboarding Support: Assist in the hiring process, including interview coordination, reference checking, and onboarding new employees.
o New Starter Logistics: Facilitate all new starter logistics procedures, including ordering laptops, sending custom merchandise, and working with Kablamo’s team to set up login access to relevant accounts.
o Employee Development: Establish and coordinate training sessions.
o Policy: Assist in the implementation and review of HR policies and procedures.
• Office Management:
o Employee, Contractor, and Customer Access: Manage access to the office and maintain records of keys and access cards.
o Office Supplies: Inventory, and Shipping, manage office supplies, furniture, and equipment.
o Vendor Management: Obtain quotes and coordinate with vendors for services.
o Space Management: Ensure the office space is safe, functional, and comfortable for employees.
o Health & Safety: Conduct regular reviews and ensure compliance with health and safety regulations.
• Travel Arrangements and Approvals:
o Travel Planning: Coordinate travel arrangements for staff and leadership.
o Approval Processes: Manage and streamline the approval process for travel and related expenses.
o Records, Review, and Reporting: Maintain up-to-date records of upcoming travel for staff and leadership. Regularly review costs and prepare reports for leadership.
• Financial Management Assistance:
o Expense Reviews and Reporting: Assist in the review of expenses and prepare reports or summaries for leadership.
o Software Vendor Management: Manage software subscriptions and contracts, including those for Google, Microsoft, Figma, Miro, Atlassian, and others.
o Budget Tracking: Help monitor and track budgets.
o Invoice Processing: Assist in processing invoices and coordinating with the finance team.
• Event Planning:
o Internal Events: Organize company events, meetings, and team-building activities.
o External Events: Coordinate company representation at external events, such as conferences or client meetings.
o Logistics Management: Handle the logistical aspects of events, including booking venues, catering, and arranging accommodations.
• Leadership Group Assistance:
o Meeting Coordination: Assist in scheduling and coordinating meetings for leadership.
o Document Preparation: Prepare agendas, minutes, and presentations for leadership meetings.
o Project Management: Assist in managing and tracking leadership-driven projects.
o Administrative Tasks:
o General Administration: Handle day-to-day administrative tasks, such as filing, documentation, and correspondence.
o Asset Management: Keep accurate records of assets and their status (e.g., laptops and high-value items).
o Special Projects: Take on ad hoc projects as needed by leadership.
o Record Keeping: Maintain and organize company records and documents.
Education:
Bachelor Degree; and a CHRP Designation.
Experience:
One year of experience in office and company administration, across a broad depth of responsibilities.
Experience with HR administrative systems, such as Employment Hero, Google Sheets, Apple Business,
Amazon Business, Atalassian Trello, Navan, Airwallex, Navan, Slack and insurance databases.
Specific experience and skills are required in:
o Employee onboarding;
o Office and lease management;
o IT Provision;
o Executive Assistant work;
o Accounts management;
o Travel plannings;
o Occupational Health and Safety;
Skills: Proven experience of working with an IT company in HR administration;
Salary: CAD $60,000.00 to $70,000.00 per annum
Hours: 40 hours per week
Language Requirements: English
Benefits: Extended Healthcare, 5% of annual salary discretionary bonus, CAD $100 Anniversary
bonus, optional 5% RRSP Employer Contribution, 21 paid vacation days
Applications to be sent to: Harry Sivalinkam at: harry.sivalinkam@kablamo.com.au - Email only please
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