Office Manager & People Operations Assistant

Canada

Overview

When was the last time you worked in a role where people truly relied on you and respected your time? We’re looking for a proactive Office Manager (Richmond Hill) to work with engineers who create life-saving devices. You’ll have TOP-conditions and a great environment. Are you ready to join?

Main Responsibilities

Office Maintenance & Administration

Organize and manage office day-to-day operations

Oversee office maintenance and repairs

Serve as a main point of contact for property management, handymen, fire safety and HVAC

contractors, office supplies contractors and janitorial crews

Maintain office & kitchen supplies, ensuring a clean and organized workspace, and address any

issues that may arise

Serve as a primary point of contact for clients, vendors, postmen and deliveries

Coordinate and manage office events and meetings

Assist with employees’ travel arrangements

Place orders for office equipment, employees’ IT equipment, business cards, employee recognition

gifts

Book off-site meeting rooms

Address issues that arise in the office and ensure a positive work environment

Organize and maintain physical and digital files, including documents, correspondence, and financial

records

Answer phone calls, emails, and other inquiries, relaying information to the appropriate parties, and

acting as a point of contact for visitors and customers

Update team on holiday closures, office issues, meetings

Human Resources & Finance Support

Create and advertise job openings

Assist hiring managers with the hiring process (collecting applications and scheduling interviews)

Conduct references’ check prior to a job offer

Generate job offer letters

Create new employee hardcopy file

Assist hiring managers with IT set-up for new hires

Onboard new employees

Offboard employees who are leaving the company

Assist Director of Finance with new employee record setup in payroll & group insurance benefits

software

Assist Director of Finance with processing payroll, preparing invoices, and handling expense reports

Serve on the Joint Health & Safety Committee (JHSC) as a manager representative

Projects and Sales Support

Provide administrative support to VP, Customer Success on various projects, including tracking

deadlines, preparing reports, and facilitating communication

Input data into spreadsheets and other databases, and process information for reports and

presentations

Shipments and Deliveries

Manage shipments and deliveries, post Fedex invoices in QuickBooks online, negotiate and check

different options for big shipments

Mandatory Requirements

— 2+ years of experience in office administration, executive support, HR support, or a similar role

— Strong knowledge of office operations and administrative procedures

— Experience supporting HR / People Operations functions, including onboarding, employee

records, scheduling, and policy administration

— Excellent organizational and time management skills with the ability to manage multiple

priorities

— Strong written and verbal communication skills

— High level of attention to detail and accuracy

— Ability to handle confidential and sensitive employee information with discretion

— Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Workspace

— Experience with HRIS, payroll support, or employee record management is an asset

— Strong problem-solving skills and ability to work independently

— Professional, positive, and service-oriented attitude

— Ability to support a fast-paced, growing office environment, proactive and motivated