Office Manager

Position Overview

The Office Manager is responsible for planning, organizing, coordinating, and controlling the administrative and operational support functions of the branch, including procurement coordination, logistics administration, compliance management, and financial process oversight. The position exercises independent judgment and decision-making authority in vendor selection, invoice approval, administrative process implementation, and training coordination, while working closely with the Site & Project Manager to support efficient and compliant business operations.

Key Responsibilities

• Plan, organize, coordinate, and oversee administrative operations, office procedures, and workflow systems to ensure efficient, accurate, and compliant business functions
• Develop, implement, and improve administrative processes, documentation systems, and internal controls to enhance operational efficiency, consistency, and accuracy
• Establish priorities, coordinate administrative workflows, and ensure deadlines and operational requirements are met in alignment with business objectives
• Manage procurement activities including supplier selection, vendor coordination, contract and service agreement administration, and evaluation of supplier performance
• Exercise decision-making authority in purchasing and vendor management, including negotiating service terms where applicable and ensuring cost-effective procurement practices
• Review, verify, and approve invoices, monitor expenditures, and contribute to budget control and cost management processes
• Coordinate and oversee logistics-related administrative functions including order processing, shipment documentation, delivery scheduling, and communication with clients and suppliers
• Ensure accuracy, completeness, and proper maintenance of operational records, contracts, and shipment documentation within company systems
• Work in coordination with the Site & Project Manager to support inbound and outbound logistics operations and ensure timely and accurate fulfillment of deliveries
• Maintain, control, and safeguard company records, contracts, and compliance documentation in accordance with company policies and applicable Canadian regulations
• Coordinate and support QHSE activities including audits, workplace safety compliance, and certification processes in alignment with WorkSafeBC requirements
• Ensure compliance with applicable laws and regulations including employment standards, safety requirements, and operational guidelines
• Coordinate and determine administrative training requirements, support onboarding processes, and maintain training records to ensure compliance and operational readiness
• Provide guidance and direction in administrative processes and act as a liaison between management, vendors, and operational stakeholders to support effective communication and continuous improvement initiatives

Qualifications

Experience and Education Requirements

• 3-5 years of progressive experience in administrative services, office management, or operations coordination roles, preferably within logistics, distribution, or a related industry.
• Demonstrated experience in procurement support, logistics coordination, customer service, and regulatory or compliance-related administrative functions is considered a strong asset.
• Post-secondary education in business administration, management, or a related field is preferred
• Strong proficiency in office systems and administrative technologies, including the ability to troubleshoot basic technical issues or coordinate effectively with external IT support.
• Minimum of 1 year experience coordinating with multiple stakeholders, including suppliers, clients, logistics partners, human resources, and QHSE teams.

Required Competencies

• Strong organizational and time management skills with the ability to prioritize tasks and manage multiple responsibilities effectively.
• High level of accuracy and attention to detail in managing documentation, records, and administrative processes.
• Proactive, solution-oriented approach with the ability to identify issues and implement improvements.
• Strong communication and interpersonal skills to effectively coordinate with internal teams and external stakeholders.
• Ability to work independently while contributing collaboratively within a team environment.
• Structured and efficient approach to administrative and operational workflow management.
• Proficiency in office systems and digital tools, with the ability to support basic troubleshooting and system updates.
• Service-oriented mindset with a focus on supporting operational needs and maintaining positive stakeholder relationships.
• Continuous improvement mindset with the ability to recommend and implement process enhancements.