Requisition ID: 168417
Job Level: Mid Level
Home District/Group: Kiewit Development Company
Department: Administration
Market: Corporate Home Office
Employment Type: Full Time
Position Overview
The Office Manager will perform a variety of administrative, organizational and executive support duties, requiring flexibility with assignments and the ability to work with a geographically dispersed team of development professionals. The Office Manager will need to have a strong background supporting administrative functions and assist the overall office management.
District Overview
At Kiewit, we work hard to develop innovative and cost-effective solutions for our clients – both public and private.
Kiewit Development Company originates, develops, and manages complex transactions across North America in all of the sectors and markets in which Kiewit operates. We support Kiewit’s design and construction activities by sharing strategic advice, providing commercial and financial structuring, investing capital and actively managing our investments. With a dedicated team of project development and finance professionals, Kiewit Development Company brings extensive experience structuring complex mega projects and alternative delivery transactions. We work closely with public and private clients to understand their needs and constraints to deliver tailored solutions.
Location
This position is for an in-person role, based out of downtown Toronto. The office Manager will report directly to the Senior Vice President (based in the Toronto office).
Responsibilities
Office management, including:
Managing main reception desk – greeting visitors and directing them as needed
Answering main office line in a timely and professional manner
Receiving and routing incoming packages and mail
Assisting in maintaining a clean and efficient office environment, including kitchen and boardroom areas
Maintaining office supply inventory and unpacking supplies
Scanning, copying and distributing correspondence or other printed materials
Office desk / computer set up, stationary supplies and access passes and security FOBs
Managing internal cloud storage/data systems (SharePoint, OneDrive) by uploading and managing online folders, as appropriate
Proofreading and formatting presentation materials, as may be required
Executive team support, including:
Supporting executive team travel bookings and expense submissions
Being the main point of contact for KDC executive team inquires
Acting as KDC corporate district liaison for all head office updates
Work closely with Kiewit District EAs and assist executives in coordinating meetings
Working closely with the KDC Director Financial Management and assist them in various administrative tasks, as may be required
Assist with special projects, as may be required
Other administrative tasks, as may be required
Meetings and events coordination, including:
Assisting with scheduling conference room bookings
Arranging for dining reservations as well as receiving catering orders for team members’ internal and/or external business meetings
Coordinating all team socials and local events
Setting up AV requirements for any team meetings and onsite executive presentations
Being proactive in offering support with presentation set up, virtual meetings, external guest support
Scheduling all annual/ quarterly meeting for the broader KDC and executive teams
Supporting conference and industry event registrations, conference sponsorships and memberships
Manage team travel schedule
Coordinating social media posts for KDC
Coordinating logistics for all conference dinners, events and meetings
Expense management, including:
Expense management, tracking and submission of office expenses and executive team members’ expenses
Coding and submitting office/corporate invoices
Creating and submitting project purchasing orders, as applicable
Tracking specific project invoices
Following up with Accounts Payable to ensure payment is completed in a timely manner
Reconciling invoices within internal systems
Qualifications
Relevant college / post-secondary education
Relevant administrative experience
Excellent spelling and grammar skills
Excellent communication skills (verbal and written) and comfortable presenting
Excellent organizational and time management skills
Ability to multi-task and prioritize
Detail-oriented with strong analytical skills
Ability to work well with others in all capacities within a corporate environment
Exceptional skills in Outlook, Microsoft Word, Excel & PowerPoint
Fast-paced office environment; must be able to interact professionally with all levels of management while simultaneously managing a diversified workload and challenging situations efficiently and effectively
#LI-RP1
Other Requirements:
Regular, reliable attendance
Work productively and meet deadlines timely
Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment
Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies.
Work during normal operating hours to organize and complete work within given deadlines. Work overtime and weekends as required.
We offer our fulltime staff employees a comprehensive benefits package that’s among the best in our industry, including top-tier medical, dental and vision plans covering eligible employees and dependents, voluntary wellness and employee assistance programs, life insurance, disability, retirement plans with matching, and generous paid time off.
We believe in equal opportunity in employment practices without discrimination and comply with all laws regarding human rights in the provinces where we operate.
Company: Kiewit
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