MEDA Looking for Office Manager at Waterloo, ON Full Time

MEDA’s work is built on a foundation of Mennonite business roots and faith-based values, within the global context of the UN Sustainable Development Goals. We believe business solutions are effective interventions to address poverty. Through a market-systems approach and strategic partnerships, MEDA enables access to finance and provides business and technical expertise to build transformative agri-food market systems that create decent jobs, allowing traditionally excluded groups to become active participants in a sustainable economy. MEDA welcomes all who share our values and want to join us in our mission. To find out more about MEDA, please visit our website at www.meda.org.

Position Summary

The Office Manager and Administrator will ensure office, administration and facility efficiency by planning and implementing office systems, layouts, and procurement systems; and designing and implementing office policies by establishing standards and procedures. The position will provide administrative support and management for the Waterloo Office and coordinate support for all staff, including remote and satellite offices. The manager will manage and support the administrative activities in MEDA with excellence, professionalism and proficiency enabling maximum productivity and employing cost effective resources and technology.

Job Status: Full Time

Start Date: As soon as possible

Location: Waterloo, Ontario (Hybrid work arrangement available)

RESPONSIBILITIES

Corporate and Admin Office Management (35%)

Administer and manage corporate office systems and functions including: electronic and paper filing and archiving, office SP sites, communications, and other necessary administrative systems and ensure the effective support of general administrative services including; office logistics, meeting logistics, assets, photocopiers, key cards, supplies, reception, travel logistics support, visas and general office organization.

Prepare Corporate Admin and Office Management portion of strategic plan and budget

Manage the Corporate Administration Team and ensure cross-training and coverage

Prepare and manage corporate facility budgets and office leases

Prepare and manage corporate meeting budgets and logistics

Develop and maintain corporate and office administrative systems and policies

Primary support to Waterloo HQ

Provide support to Ottawa, Washington, Lancaster and remote staff

Develop and maintain corporate administrative support request procedures and tracking

Ensure corporate administrative systems and policies are maintained and utilized organization-wide

Ensure Corporate administration and Corporate Office SP sites are maintained

Manage and organize current document templates (business cards, letter head)

Ensure appropriate corporate office/meeting space is provided as required

Maintain and support corporate meeting schedules and calendars

Maintain procedures for retention, protection, retrieval, transfer, and disposal of corporate records.

Manage procurement of corporate office supplies and equipment, per MEDA standard

Manage procurement and administration of corporate issued mobile phones for staff

Manage contractor/supplier relationships for the corporate office

Serve as staff representative on the Health and Safety Committee for the Waterloo Office

Waterloo Office Facilities Management (20%)

Manage the onsite operations of the Waterloo office environment

Manages relationship with, and acts as point of liaison to, building management

Ensures building management maintains facility services and meets standards (cleaning, maintenance, water, heading, health and security)

Liaise with building management support staff as needed ( ( cleaning, maintenance, grounds and security)

Prepare and maintain a preventative maintenance schedule for MEDA’s office equipment, furniture and assets

Administer contracts and providers for services as needed ( cleaning, catering, technology, etc)

Allocate and manage workspace assignments in coordination with Human Capital

Coordinate office projects, renovations, or refurbishments

Corporate and Office Administration (35%)

Provide general administrative services including; office logistics, meeting logistics, assets, photocopiers, key cards, supplies, reception, travel logistics support, visas and general office organization.

Provide administrative support to the VP People & Culture and to the P&C Leadership team as required, including documents, PPTs, mailing, and special projects as required

Provide and coordinate administrative support to other areas of the corporate organization for appropriate requests

Provide and coordinate front desk and reception coverage with the Corporate Admin team and act as back-up for all corporate admin team roles

Provide general technical support for corporate office systems in the absence of IT Manager / IT Coordinator

Manage the ordering of all marketing materials including but not limited to business cards, letter head, envelopes, brochures, profiles and cost allocation of the same for corporate offices

Organize and coordinate weekly all staff meetings and assign the responsibility of weekly reflections

Organize and coordinate quarterly Town Hall meeting schedule

Manage set up and provision of corporate office events and meetings as required

Support budget development/allocations for annual corporate meetings

Support hotel room bookings, meals and logistics for staff registrations for corporate meetings

Review and sign-off on meeting and event contracts for corporate meetings

Reconcile all costs related to corporate meetings and ensure allocation to individuals, departments and or projects

Any other duties and/or requirements as assigned

REQUIREMENTS

Education: Formal training in Office Management, Office Administration or related field or equivalent in experience; BA preferred, with specialization in administration

Experience: Minimum five years’ experience providing office management and administrative support in a professional office environment; facilities management is an asset

Additional Requirements

Appreciation and support of MEDA’s faith, vision and values

Understanding and appreciation of business principles, international development and MEDA’s approach of creating business solutions to poverty

Strong organization, prioritization and project management skills

Proven staff management and interpersonal skills

Strong customer service orientation and problem-solving ability

Demonstrated proficiency in the use of computer software (Microsoft Word, Excel, PowerPoint)

Financial budgeting and reporting skills, including basic accounting

Practical experience using and maintaining various office systems, such as SharePoint

Expertise in Word and/or InDesign is an asset

Attention to detail

Ability to lift up to 20 lbs

APPLICATION DEADLINE: Monday, July 25, 2022 @ 4:00 pm EDT

MEDA is an equal opportunity employer and accommodations are available during all phases of the recruitment process. We ask that any applicants requiring accommodation make their needs known in advance.