Position Overview
Reporting to the General Manager, the Office Manager will provide general administrative support and assists with managing the local office. The position works to keep the office in compliance with all
Belfor policies and local requirements. The ideal candidate is a highly
organized individual who can manage multiple projects at once in the absence of day-to-day guidance. The Office Manager has a Human Resources Generalist component to it, ensuring policies and procedures as being followed, and addressing employee concerns.
Job Duties
- Coordinate activities by scheduling work assignments, setting priorities, and delegating work accordingly
- Determine staffing requirements for the administration department and oversee the hiring of staff
- Assist with recruitment process (posting jobs, reviewing candidates, identify suitable candidates, book interviews, and process and complete new hire packages)
- Evaluate employee performance and provide feedback, coaching, and formal evaluations
- Prepare and present proposals relating to departmental budgets, resource allocation, and work processes
- Ensure that employees comply with company policies, procedures, and ethical standards
- Administer disciplinary action in accordance with established procedures
- Analyse departmental operations and identify areas requiring improvement
- Oversee payroll and time and attendance
- Approve department overtime hours as required
- Conduct monthly reporting
- Access WCB clearance reports for subcontractors or vendors, and apply hold-backs when required
- Develop and manage an annual improvement plan(s) for the respective branch
- Ensure employees have clear goals and are aware of expectations
- Handle employee complaints and incidents, including conflict resolution, accidents, health and safety concerns, work refusals, and investigations
- Oversee scheduling for department, to ensure sufficient employee coverage
- Oversee claim assignment
- Plan and conduct meetings with department employees to communicate team targets, goals, and projects
- Plan the department's workload and flow
- Manage company Training System, and ensure completion
- Assist with reception relief as needed
- Will practice good housekeeping at all times to ensure a safe and non-cluttered worksite
- Provide excellent customer service
- Work under time constraints to meet specific timelines
- Ensure attention to detail and keen sense of safeguarding other people’s property and information
- Participates in and demonstrates an understanding of safety principles and practices; follows all safety policies and procedures to support a safe working environment, including safe operation of machines and equipment
- Comply with all Belfor policies and procedures, as well as legislative requirements
- Proactively communicate job site conditions and concerns that may or are affecting completion of the job to the appropriate person
- This role could be required to act as a “lead” periodically as designated by their manager
- Attend all Belfor sponsored training courses
Responsibilities
- Human Resources: Maintain employee confidentiality and performance management by coaching leading, mentoring and motivating employees
- Safety: Verify all Belfor documents are completed accurately; maintaining employee records and compliance; ensuring compliance of all employees and subcontractors with local laws and Belfor policy at all Belfor locations and job sites
- Accountability: Ability to identify measures of performance and actions needed to improve or correct performance, ensuring accuracy and documentation
- Communication: Ability to communicate effectively and professionally with our staff and customers, both verbal and written
- Leadership: Ability to delegate, set expectations, and monitor progress of all direct reports
- Time Management: Proven ability to multi-task in a fast-paced office environment
Qualifications
- Post secondary business / administration / management courses / certification preferred
- 3+ years experience in related field
- Construction / Restoration / Insurance / Project Management experience preferred
- Effective leadership skills, with a strong focus on mentoring and motivation of employees
- Experience with coaching and employee development
- Requires a self-directed, professional, tactful, diplomatic demeanor
- Experience with Xactimate and Xactanalysis preferred
- Experience with JD Edwards and DocuSphere preferred
- Manage sensitive information appropriately and maintain confidentiality
- Experience using office equipment (telephone, copiers, scanners, fax, printers, etc.)
- Strong aptitude to work within deadlines, and ability to multitask on a daily basis in a fast paced environment
- Highly organized with a keen eye for details
- Comprehensive understanding of customer service, principles and practices
- Eligible to operate a motor vehicle per Belfor’s vehicle policy
- Ability to work within a team or independently as needed
- Strong written and verbal communication skills
- Advanced computer and/or tablet/iPad experience with Microsoft Office programs such as Excel, Word and Google Suite
- Willing to work evenings, on call and weekends when requested
- Periodic travel may be required
- Criminal Record Check
Physical Demands
- Frequent lifting from 5-40 lbs, unassisted (from 35-65% of the time)
- Occasional lifting from 41 lbs +, assisted (up to 50% of the time)
- Access and mobility in tight spaces
- Sustained periods of standing, sitting, walking, bending, and kneeling
BELFOR (Canada) Inc. is an inclusive and equal opportunity employer. While we appreciate all applications, only those candidates selected for an interview will be contacted. We thank all applicants for their submissions. 