Office Assistant Jobs

Position Title:

Office Assistant

Reports To:

General Manager

Description:

Responsible for the day-to-day operations in an office setting, including overall supervision of office services including building, equipment, vendor, landlord and travel partner relationship management. Provide a safe, secure and healthy facilities environment and hybrid work office atmosphere consistent with evolving best practices in this area. Maintain efficient budgeting and expense management of the same. Provides executive support to General Manager as required.

Responsibilities:

The successful candidates responsibilities will include:

• Assure compliance on health and safety rules as it applies to office operations
• Maintain all delivery accounts, subscriptions, general contractor and vendor relationships, including opening new accounts if necessary
• Request and schedule deliveries of equipment and supplies to maintain safe operations
• Ordering and Posting annual compliance and state/local/federal regulations posters
• Maintain corporate spend budgets and purchase agreements for said facilities with significant interaction with Operations, Legal, Finance and Human Resources
• Supervise office renovations, repairs, floorplans, seating charts, parking arrangements, company vehicles and construction progress
• Supervise all other aspects of corporate facilities, including but not limited to facilities, maintenance, safety, security, landlord relations, tenant improvements, janitorial services, planning and implementation of office/cube moves, etc.
• Resolve and manage issues related to building access, permits, insurance, lease renewal, storage, sublease, lease termination and office location including inter-office moves
• Ensure contractual requirements with our facilities, travel and transportation partners are met and suppliers meet their contractual requirements to the Company
• Maintain all office supply accounts and ordering, and track inventory
• Responsible for reception operations—phone, filing, preparing documents, mail, visitor appointments and a willingness to jump in to perform these same tasks in an individual contributor role as needed. Provide direction and supervision to reception employees
• Maintain all office equipment, assets, orders, maintenance, and vendor relationships
• Reconciliation of authorized purchases on Corporate Credit Card

• Corporate Purchasing where needed
• Travel, Scheduling, Agenda, Location-specific Employee Distribution Lists and Expense Management
• Maintenance of executive quality organizational charts and presentations
• Provide assistance in coordinating corporate functions such as employee events, in-house conferences, client meetings, trade shows, parties, lunches
• Corporate representative for Management, Operations and Human Resources activities as assigned
• Organizational Announcements
• Duties and projects to support the business:
  • Provide assistance in coordinating corporate functions such as employee events, in-house conferences, client meetings, trade shows, parties, lunches
  • Maintenance of executive quality organizational charts and presentations
  • Organizational Announcements
  • Travel, Scheduling, Agenda, Location-specific Employee Distribution Lists and Expense Management
  • Corporate representative for Management, Operations and Human Resources activities as assigned
  • Corporate Purchasing where needed

• Complete other duties and projects as assigned
• Additional responsibilities as assigned and/or as business needs and priorities dictate
• Ensure that all business activities are performed with the highest ethical standards and in compliance with the Canadian Solar Code of Business Conduct

Qualifications and Experience:

• Strong negotiation and conflict resolution skills
• Able to maintain the highest level of confidentiality
• Ability to function successfully both independently and within a team
• Demonstrated professional appearance and conduct
• Competency with Microsoft Outlook, Excel, Word, PowerPoint, and Adobe PDF
• Ability to establish and maintain effective working relationships internally and externally with all levels of staff, management, volunteers, clients, suppliers, community partners and external stakeholders
• Demonstrated independent thinking, initiative, and creativity
• Solid and effective interpersonal and communication skills. (including oral, written and visual)
• Ability to work flexible hours (evenings, weekends) around corporate events as needed
• 5 years related experience, including office, vendor and financial management