Office Administrator/HR/Receptionist - Jobs in Oxbow, SK

Job Description

DOCUMENT NUMBERPOSITION TITLEOffice Administrator-HRPOSITION SUMMARYTo ensure the office runs smoothly, phones are answered and the staff are looked after from an HR perspective.REPORTS TOGeneral ManagerCRITICAL SUCCESS FACTORS ‘WHAT ARE KEY ACCOUNTABILITIES’ and KPIs ‘WHAT ARE EXPECTED RESULTS’Critical Success Factors:

• Ensure phones are answered professionally and in a timely fashion
• Ensure all staff HR documents are kept safe and up to date.
• Ensure office supplies and equipment are available and up to date
• Ensure office cleanliness is maintained
• Build and maintain a positive culture

Key Performance Indicators (KPI’s): Top KPI’s:

• Measurement of critical success factors is not practical for this role, but would be monitored against: Phones being answered within 2 rings
• Cleanliness of office
• Positive and happy office culture
• Office supplies stocked and organized

POSITION TASKS – ‘HOW DO I ACCOMPLISH MY ROLE’CATEGORYFREQUENCYDOCUMENT NUMBERAnswers the telephone (ensure backup telephone answering is in place when away from desk)Attends meetings, follows up tasks, prepares reports, presentations and documents, runs errands, makes calls, coordinates meetings, and events, performs other administrative duties as directed by Manager.Prepare draft expense reports for employees. Let Manager know if overspending has occurred.Ensures Time Off Requests (TORs) are submitted in Payworks for all employees taking time off for a period longer than of 3 hours.Update Axiom organizational chart.Ensures exit interview reports from Human Resources Manager are sent to General Manager.Prepare headcount report and send to the GM and EA to the CEO (must be in excel format).Receive TRIF report from Safety Admin.Check GM stock of gift cards and reorder, as necessary.Ensures safety committee meeting notes are sent by the Safety Admin to All Staff.Safety Management System (SMS)Prepare Employee of the Month award and give to General Manager for presenting at Staff Meeting. Include employee’s selection of available $25 gift cards.Send out Continuous Improvement Smartsheet link to all staff.Obtain copy of employee TOR summary and send to General Manager.Prepare Staff BBQ slides, along with EA’s from other business units. (December to include past year highlights and forthcoming year strategy).Collect IT Protection Report and submit to General Manager.Receive updated Axiom Key Register from Operations Assistant and send to GM by the 15th day.Send out necessary Performance Review documents for GM’s direct reports.Work with EA’s from other business units to get Bi-Annual BBQ sponsorship and BBQ provider set up.Set-up Performance Review meetings and follow up for necessary documents for GM’s direct reports.Export list of company’s Smartsheets and work with sheet owners to archive all unused sheets.Prepare Long Service Awards slides & BBQ, along with EA’s from other business units.Ensure all management roles allocate time to clean up server and files.Develop 3, 6, 12-month plan following the Annual Strategic Planning meeting. Review with General Manager.Create an Axiom Moment schedule for all recurring meetings for forthcoming year.Create a Munchy Monday schedule for forthcoming yearSet up Calendar for New Calendar Year with tasks items from Position Outline and Company Calendar.Purge computer and hard copy files of all previous years reports and information that is no longer required.KEY ATTRIBUTES, WORK EXPERIENCE & QUALIFICATIONS ‘WHAT DO I REQUIRE TO PERFORM ROLE’Technical Competencies:

• Very advanced computer knowledge and typing skills with high level of competency with Microsoft Applications - (specifically - Outlook, Word, Excel, PowerPoint, Teams).
• Strong knowledge of the company’s capabilities – USP.
• Basic understanding of business management systems, process, and procedures.

Corporate Competencies:

• Use extensive range of communication styles to share, present and exchange information with individuals at all levels of the organization in a positive demeanor.
• Actively listens and communicates effectively in English – both written and verbally.
• Strong personal management skills, to foster and maintain good employee relationships.
• Contributes positively and proactively to Corporate values, priorities, and initiatives.
• Demonstrates creativity and innovation with an open-mindedness and willingness to adapt to change.
• Provides exemplary service to internal and external customers.
• Maintain a neat and organized work area and well-presented professional appearance adhering to the company policies.
• Critical thinker, capable of managing multiple tasks simultaneously, thriving in a complex environment and accountable for all assignments, with attention to detail.
• Able to work as part of a team or independently and can work under pressure and with short deadlines.
• Great organizational and time management skills.
• Completes high quality work in accordance with company procedures.
• Commitment to continuous learning.

WORK CONDITIONS ‘WHERE DO I PERFORM ROLE’

• Standard working conditions for an office and equipment service shop environment.
• Regularly working from the office.
• Occasional travel is required from time to time.
• While performing the duties of this job, when attending the shop or yard environment, the employee will be exposed to fumes or airborne particles, moving mechanical parts and vibration. The noise level in the shop environment and project sites can be loud. PPE is required at all times.

HR

• Recruitment and onboarding of new employees – As required
• Coordinate Performance reviews with and department managers – annually
• Ensure all performance review documents are documented with all relevant sheets and filed - annually
• Coordinate and assist with Mid-year check ins for all staff with their direct manager. Document any issues or requirements and execute - annually
• Perform Terminations and ensure paperwork is documented and filed. – as required
• Ensure HR Paperwork including benefits, payroll, holidays, time-off reports etc. is kept up to date and filed - Weekly
• Plan and coordinate Culture building events – bi-monthly
• Manage and respond to Officevibe comments - weekly
• Increase employee participation in office vibe and positivity - weekly
• Plan, Coordinate and execute staff events – as required
• Plan and coordinate all staff training including documentation, filing and awards presentations.

Office

• Ensure office supplies kept stocked - weekly
• Ensure food & drink supplies kept stocked - weekly
• Ensure marketing supplies and kept stocked – weekly
• Greet walk in customers and other visitors and direct them to the relevant person to speak with. – as required.
• Recommends ideas for improving organization and systems to the departments - Ongoing
• Assists the staff in designing and implementing systems within each department.- ongoing

Job Type: Full-timeSalary: $65,000.00-$85,000.00 per yearBenefits:

• Dental care
• Extended health care

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application question(s):

• Do you have a valid drivers license and are you willing to work on site, at our office in Oxbow Saskatchewan every day
• Can you speak fluent English
• Do you have any HR experience and Credentials and if so, what are they
• Are you willing to conform to a dress code
• Are you from the Oxbow Saskatchewan area

Application deadline: 2022-07-01Expected start date: 2022-07-04Quick Apply

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