Office Manager - (14 Month Contract)

Job Description

MAJOR ACTIVITIES TO ENSURE ACHIEVEMENT OF KEY RESULTS AND DELIVERABLES

#Environment

• Responsible for the Montreal Office space, meeting Red Bull brand image and standards ensuring it is always in perfect running condition.
• Answering phones for customer support, ensuring visitors welcomed and introduced to respective team members; maintain a clean front area at reception, free of boxes and packages, and creating a pleasurable atmosphere for reception area not only for our visitors, but for our employees as well.
• Ensures the efficient operation and coordination of the Montreal Office; safety and hygiene practices, boardroom/meeting rooms, kitchen area, office supply room, reception area, common meeting areas, Red Bull fridges, etc.
• Maintains an organized and operational and well-stocked supply closet, including stationary inventory, shipping and packing supplies and toner for printers.
• Places weekly grocery orders, maintaining a well-stocked kitchen, functional water system and coffee machine.
• Liaise with our property management and vendors for repairs, cleaning, security, fob programming, catering, parking etc.

#Office Management

• Address employee queries regarding office issues (e.g. stationary items, hardware, etc.) that will ensure satisfactory results, while maintaining efficiency and professional relations with all staff.
• Proactively identifies solutions to improve current processes and brings forward new ideas related to logistics, administration, or operations of the office.
• Liaise with parking vendors to manage all vehicle parking passes requested by employees.
• Ensures the smooth and efficient operation of all mail outs and courier packages.
• Maintains office efficiency by planning and implementing office systems and layouts.
• Ensures all boardrooms and IT equipment (videoconference system), in-house shredding and printers are functional, providing support to employees when needed.

#Admin Tasks & Project Management

• Supports Commercial Leadership Team with different administrative tasks such as filling, organizing, and creating templates and documents as well as assisting on specific projects.
• Organize staff celebrations and support the organization of team builders (i.e., arranging logistics, purchasing gifts, booking events)
• Coordinates and executes all employee business card orders as well as approved branded stationary items.
• Manages office budget, submits all office related expenses and invoices to finance with the proper coding, in an accurate and timely manner.
• Manage Consumer Affairs for the entire Eastern Business Unit in a timely manner.
• Updates and distributes Red Bull Canada and Distribution Partner’s contact list.
• Support and coordinates office infrastructure improvement projects (varying in scope and timeframes) under the director of the Executive Assistant.
• Supports HR initiatives and employee programs (i.e., employee engagement, Fit for Flight program, on boarding new hires, etc.)

#Business Unit Support

• Collaborates and interacts with others in a mutually supportive and cooperative manner that reinforces the concept that staff at all levels are expected to seek ways in which they can support and assist others to achieve expected results, as well as to be effective in their own accountability areas.
• Work with Commercial Leadership Team and Field Marketing Team to assist and support in hosting events outside and within the Red Bull office when needed. This includes, but is not limited to, event calendar management, scheduling, booking Special Occasion Permit, renting glassware, hiring security, arranging post event clean-up, catering, etc.
• Supports CLT by organizing and coordinating Cell Meetings, which includes and is not limited to creating the agenda, catering, sourcing venues, organizing team builders, writing, and distributing the meeting minutes.

#Sales & Marketing Support

• Supports Sales & Trade Marketing teams with the translation of documents and presentations.
• On Premise Key Account Sales Support with new customers, product rollouts and samples.
• On Premise POS tracking support.
• Support Field Marketing Team in hosting Red Bull events when needed.

Qualifications

• 3+ years of experience in a similar role
• A demonstrated passion for detail and organization
• Detail-oriented with strong communication (verbal and written, in both official languages) and interpersonal skills
• Strong customer-service, people, and organizational skills
• Ability to work in a fast-paced environment, multi-task, prioritize, and meet deadlines
• Ability to achieve high level of performance as part of a team or working independently
• Ability to work with, establish strong working relationships and rapport with staff at all levels of the organization
• Proficient with MS Word, Excel, PowerPoint
• Experience working in a fast-paced environment
• Experience in completing administrative tasks
• Ability to prioritize and multi-task proficiently
• Strong analytical skills – able to sort through data and provide concrete recommendations
• Innovative, solution-oriented mindset
• Self-motivated and able to work independently

Additional Information

Red Bull Canada is an equal opportunities employer. We believe passionately that employing a diverse workforce is central to our success. We make recruiting decisions based on your experience and skills. We welcome applications from all members of society irrespective of age, sex, disability, sexual orientation, race, religion.