Position Overview

Reporting to the Senior Operations Manager, the Office Manager supports the Senior Operations Manager in the day-to-day operations of administrative and office support for the FMB.

Responsibilities may include coordinating and communicating office activities, health regulations, facility support, general office services support and general troubleshooting. The Office Manager acts as a back up to the Senior Operations Manager.

Accountabilities

Leadership

• Builds strong relationships with colleagues across all Business Lines;
• Anticipates role related administrative issues and assesses risks, bringing proactive solutions which will eliminate or mitigate such risks to the Senior Operations Managers attention;
• Maximizes team performance and productivity by mentoring and supporting Administrative Assistants through individual evaluations and monitoring of personal and professional development plans;
• Oversees third party contractors and suppliers to ensure delivery of professional and applicable business line services;
• Promotes and maintains a workplace culture that encourages ethical practices, individual integrity, and social responsibility;
• Supports the Senor Operations Manager in providing direction and assistance on administrative support, office services, health and safety administration, and facility management matters;
• Provides strong, effective, and highly visible leadership, ensuring all administrative staff are motivated to contribute fully to the realization of FMBs vision, mission, and objectives;
• Conducts role related internal training on policies, processes, procedures, and operational support services.
• Chairs the Social and Cultural Committee and prepares & manages the annual committee budget.

Administrative

• Supports the management of office operations under the direction of the Senior Operations Manager;
• Drafts, prepares or reviews specific FMB documents, prioritizing workflow, and level of importance;
• Supports coordination of meetings, including room setup/tear down, catering requirements, including support for Board of Directors, when requested;
• Collaborates with all business lines to ensure provision of consistent documents and processes;
• Supports the onboarding process of all new employees;
• Recommends improvements to increase efficiency to Senior Operations Manager;
• Supports or delegates the procurement and monitoring of inventory of office supplies;
• May be asked to assist in the coordination of workshops, trade shows, special projects, and events;
• Oversees the preparation and shipment of supplies for FMB events.
• Provides support and guidance to employees on company travel

Facility/Property Management

• Supports the coordination of individual office assignments and moves including desks, phones, and other assets;
• Assists with security for office spaces including keys, codes, and parking;
• Ensures office facilities follow applicable safety standards, regulations, codes, and laws and communicates the organizations safety policies.
• Coordinates with HR and IT department on all office equipment and space when directed;
• Supports managing relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.

The Office Manager performs other duties as assigned.

Qualifications

• Post-secondary education in business administration orequivalent;
• May possess an office administration diploma orequivalent;
• Must have a minimum of 3 yearsexperience:
  • Working in an administrative position, at a supervisorlevel;
  • Leading a team preferably with remote or satelliteoperations;
  • Working as an office or facility manager, preferably with multi-siteoperations;
• Experience working with and/or contracting external vendors andconsultants required;
• Valid first aidcertificate an asset;
• Must have advancedlevel experience using Microsoft Office Suite;
• Experience working with information and data managementsystems a strong asset;
• Experience working with Indigenous Governments, organizations, andcommunities an asset;
• Must have an understanding, awareness and appreciation of Indigenous culture andhistory;
• Willing to participate in ongoing education and training for the role including Indigenousstudies;
• Exceptional interpersonal skills, including outstanding oral and written communication capabilities in English, French language is considered an asset.

Equivalent or relevant education and/or experience may be considered.

Working Conditions

• This position is based in Ottawa, ON;
• Requires occasional national travel.
  

What We Offer

• Salary and annual bonus eligibility;
• Flexible 37.5-hour work week
• Employer paid extended benefits;
• Matching group RPP contributions;
• Annual vacation allowance and generous paid stat & non-stat days;
• Work-life balance;
  
• Professional development & career growth opportunities.

FMB is an equal opportunity employer that recognizes and celebrates the diversity of all First Nations and people across Canada. We are an inclusive organization that treats all employees equally. As a First Nations Organization, applicants of Indigenous descent will be given preference.