Office Manager

SUMMARY 

The Office Manager for Pelican’s Corporate head offices will be responsible for a multitude of key activities supporting the safe and smooth operation of office life including floor planning, managing supplies and common areas, key reporting and more. This position reports to the CFO and will be the key administrator of travel policies, governance and the travel and credit card system.  We are looking for a positive energetic individual who has excellent organizational skills and a personable disposition to keep us thriving.

The ideal candidate will have a natural flexibility in handling day-to-day routines as well as surprises. They will provide strong, reliable support for Executives, Finance and Human Resources by creating fit-for-purpose procedures and coordinating the activities of not just the office but also the administrative function. This person will help us build our ‘can-do’ culture and will improve organizational efficiency by nurturing a positive, inclusive work environment.

JOB DUTIES

• Managing office equipment maintenance through vendors such as Xerox, Canon etc.
• Coordinating the delivery of packages and important mail
• Supply management and ordering, including cost control, for all 3 buildings and shared kitchens
• Supporting the Maintenance and Facilities team by ensuring Janitorial staff has all necessary supplies
• Safeguards the confidentiality of Pelican by exercising discretion in communicating information to internal and external customers.
• Managing communication board signage and some internal key communications
• Acting as the Global Concur administrator supporting system issue resolution, training, and owning the updates and the rolling out of global Travel & Expense policies.
• Owning the relationships with external travel vendors.
• Acting as the liaison between executives, builders, and maintenance when and if and construction activities occur.
• Identify and update floorplans and headcount across corporate buildings,
• Providing overall support to the Finance executives with reporting, assembling board packages, banking support, obtaining signatures on contracts etc.  
• Leading and mentoring Office/Executive Administrative team members as assigned.
• Follows company policies and practices as outlined in the Employee Handbook and/or applicable employment agreement. Follows safety guidelines and procedures in accordance to the job
• Performs additional duties as assigned.

MINIMUM QUALIFICATIONS

• High School Diploma or equivalent.
• Bachelor's degree in Communications or Business; or equivalent experience
• 5+ years of experience in Office Management and Administration 
• Proficient with Microsoft Office including Outlook, Word, and PowerPoint
• Proficient with Concur Travel system
• Ability to communicate orally and in writing effectively
• Experience supporting a mixed onsite and virtual leadership team

PREFERRED QUALIFICATIONS

• Experience working in manufacturing environment
• Experience leading others
• Experience directly supporting Accounting or Finance teams and activities

ADDITIONAL INFORMATION

• Actively supports and complies with Pelican’s objectives, guidelines and commitment to Quality and Safety, with an emphasis on continual improvement.
• Must be able to interact effectively and cooperatively with employees at all levels.
• Must have the ability to complete assignments within the timeframe specified by the Manager.
• Must be flexible regarding working hours. Must be able to work on call, evenings and weekends.
• Must be able to operate in a fast-paced environment and handle multiple projects simultaneously.
• Emphasizes ethical leadership and decision-making to protect Pelican’s brand and reputation.