Greater Toronto Area, Canada
Experienced Office Manager and administration professional with over 15+ years of experience in overseeing a wide variety of essential functions in a dynamic workplace. Analytical in optimizing productivity, efficiency, and service quality across various offices within diverse environments. Highly organized with strengths in prioritizing tasks and managing deadlines. Highly motivated and adaptable with exceptional ability to multi task within fast paced work environments. Proficient in using Management Suite (Word, Excel and PowerPoint). Works well under pressure while maintaining professional, confidential and responsible attitudes
Altera is now part of Intel Office Management: • Perform all administrative duties to support leadership team members, including but not limited to making travel arrangements; expense report compilation and filing; meeting scheduling and calendar management; and other administrative tasks as required • Assist with creation/support of PowerPoint presentations; documentation and distribution of key meeting minutes; data entry/analysis as applicable; online research; and office and employee social event planning and coordination • Liaise with internal departments to ensure smooth operations of the office in compliance with corporate polices • Analyze office operations and procedures and suggest process improvements where possible Human Resources: • Conduct high volume recruitment for software and hardware engineering positions for FT and interns • Screen Resumes, maintain and develop a pipeline of eligible candidates • Qualify or reject candidates based on interview feedback and resume reviews • Serve as a contact person for questions from candidates and stakeholder • Coordinate and administer onboarding activities, ensuring all necessary documentation and processes are completed accurately. • Participate in on-site career fairs, group interviews, and other recruitment events as needed • Post job openings on various platforms including job boards, LinkedIn, and universities. Facilities/Finance: • Responsible for the facilities day to day operations • Manage all office repairs/maintenance and utilities • Floorplan management • Negotiates the purchase of furniture for purchasing policies and budgetary restrictions • Works with vendors to ensure continued service and value to the company (includes janitorial staff, building maintenance contractors, etc.) • Monitoring and coordinate office services (ie: maintenance, cleaning, security, etc.) • Work with closely with landlord to ensure we are compliant with all facilities repairs and requirements • Create purchase orders
GENERAL OFFICE o Answer phone and greet visitors o Process all mail and shipping (outgoing and incoming) o Light kitchen duties ensuring kitchen is clean and fridges are stocked o Assist with setting up meetings in conference rooms, setup Audio and Visual system and initiate webex o Prepare expense report for Management on monthly basis o Provides general support for Software Engineers, Directors, Accounting and Human Resources o Created and maintains Software License Database to track license usage o Provides priority administrative support as required by Directors FACILITIES o Responsible for the facilities day to day operations o Manages all office repairs/maintenance and utilities o Negotiates the purchase of furniture for purchasing policies and budgetary restrictions o Works with vendors to ensure continued service and value to the company (includes janitorial staff, building maintenance contractors, etc.) o Monitoring and coordinate office services (ie: maintenance, cleaning, security, etc.) o Work with closely with landlord to ensure we are compliant with all facilities repairs and requirements FINANCE o Assist finance with matching invoices to purchase orders o Create Purchase Requisitions based on quotes from vendors o Work with external vendors for supplies and services HUMAN RESOURCES o Assist in scheduling interviews and preparing interview packages o Collect interview responses and track candidates o Assist new hire onboarding and conducts orientation
• Supervises the reception and clerical staff • Performs Performance Review with Receptionist and Clerk • Administers various reports for the Temporary and Permanent Divisions • Supports Business Developers, Placements Directors and Recruiters • Conducts inventory on a monthly basis • Manages office supplies orders and equipment • Prepares client literature packages, client fee letters and applicant correspondence • Process all expense reports for Branch Managers • Prepares all payroll requests and maintains personnel files for admin staff • Prepares new hire package to both Permanent and Temporary Division • General administrative functions • Maintains petty cash log • Prepares authorization for payment for petty cash, postage, subscription and memberships renewals • Follows up with Placement Directors to ensure credit applications have been sent to clients