Taylor Architecture Group is a fast growing, multi-disciplinary design firm headquartered in Yellowknife with offices in Whitehorse and Ottawa. Our company has been operating in the North for over 40 years. Our future is tied to the prosperity of the communities we serve, and this understanding underpins every project we approach.
We are looking for a confident and well-organized individual to join our Whitehorse team as the office manager. In this role, you will be responsible for all practical steps necessary to ensure that the company can work effectively and efficiently. You will also be in a unique position to monitor the wellbeing of your co-workers and advance a workplace culture that is energetic, respectful, and supportive.
As the public face of TAG in Whitehorse you will build relationships with our clients, partner companies, and sub-consultants across Yukon and BC and seek out new connections to support the company’s growth.
The ideal candidate will be a fast learner with excellent communication skills and a desire to grow professionally as part of a team. Curiosity, and a willingness to learn about the industry and the diverse specializations and skills of your teammates will be considered strong assets. As you learn about our company you will be on the lookout for efficiencies and opportunities for process improvements.
Required Qualifications
- Proficiency in Microsoft Excel, including an understanding of basic accounting formulas
- Proficiency in MS Word and Outlook
- Experience with bookkeeping and familiarity with financial administration processes, record keeping etc.
- A willingness to learn other computer programs as required.
- Valid driver’s license and access to a vehicle at least once per week for mail pick-up, supply runs, etc.
- Excellent interpersonal skills.
- Ability to work independently and proactively.
- Strong problem-solving skills.
- Experience working in other office environments.
Main Tasks
- Manage supply and maintenance of general office equipment and supplies
- General admin errands (picking up printing, water fills, recycling, coffee supplies etc.)
- General admin duties (answering phones when in, shredding paper, general cleaning, checking office mail)
- Office improvements (organizing/ordering supplies for materials library, coordinating additional sample needs with design staff)
- COR program duties:
- Ongoing tracking of hazard assessments and other general paperwork
- Ensuring COR certification is kept up to date
- Updating existing health and safety manual as required
- Office inspections
- Safety meeting minutes
- Developing a consistent employee training tracking system for TAG and TAG Engineering
- Other office duties as required.
Office management
- Assist in the organization of office staff professional memberships, continuing education etc.
- Filing and general records management
- Assist with coordinating of office functions (meetings, lunches, staff social events et cetera)
- Monitor staff information – holidays, sick time etc.
- Monitor recycling and watering schedules.
- Assist Business Manager in preparation of office documentation, procedures etc.
- Calendar – maintain office MS Outlook calendar.
- Monitor condition of office equipment arrange maintenance, replacement, upgrade as needed
- Review and updating of office document templates for staff information tracking, invoicing, et cetera (MS Word, Excel)
- Collect mail and couriered packages.
- Maintain the front desk area in a clean and presentable condition.
- Keep office storeroom tidy and maintain inventory.
- Maintain the office keys and a record of key assignments.
- Assist with setting up Client and Consultant project contracts.
General
- Coordinate and plant flowers at entrance to the building in the spring of the year
- Coordinate and remove plants/flowers from planters in the fall of the year.
- Undertake other activities and duties as are required for the management and operation of the office.
- Coordinate all building requirements.
Schedule & Compensation
- Minimum 20 hrs per week. Office hours are Mon – Fri, 8:30am – 5pm. A specific schedule can be worked out with the successful candidate.
- Health and dental benefits package after 3 months of employment
- Paid vacation – amount dependent of schedule.
- Additional 2 weeks (approx.) paid vacation over the Christmas office shut down.
- Wage commensurate with experience