Office and Administrative Support Manager

Office and Administrative Support Manager

Job Summary:

At Profire we provide reliable burner management and combustion control systems and solutions to industry leaders who pride themselves on being at the forefront of safety and technology within their sector. We have locations in Alberta, Canada; Lindon, UT; Homer, Pennsylvania; Millersburg, Ohio; Odessa, Texas; with team members throughout Alberta, Utah, Oklahoma, Colorado, New Mexico, Pennsylvania, Ohio, and Texas.

The Office and Administrative Support Manager is responsible for providing a wide range of office management and support to the company including answering phone lines, scheduling/managing calendars, making/confirming meeting arrangements and writing correspondence. Must be open to not only being an office coordinator, but also supporting C Level travel arrangements and calendaring. Must be a resourceful, independent thinker as well as self-motivated.

Job Responsibilities:

- Manage overall administrative activities for the office.

- Answer phone calls directed to the main company phone number and route incoming calls to appropriate party quickly and efficiently.

- Greet visitors as they enter the building.

- Works with People Operations Manager to coordinate onboarding new employees and follow-up.

- Complete I-9

- Ensure tax documents are provided for payroll.

- Assist with scheduling background check and pre-employment drug tests.

- Work with Managers in the company to develop, coordinate, and track necessary soft and technical skills trainings.

- Maintain a tracking system of completed trainings and required upcoming recertifications.

- Responsible for the day-to-day facilities operations including supervising the maintenance of office areas and equipment with our cleaning company. Facilitate an internal department cleaning schedule.

- Purchase office supplies when requested. Maintain an inventory of office supplies and reorder as needed.

- Perform administrative work such as distributing mail, filing, maintenance of records as requested.

- Maintain confidentiality of sensitive and confidential information.

- Act as the head of the events committee, which involves planning for the following:

- Company events including holiday parties

- Office events

- Monthly birthdays

- Company-wide training events

- Arrange travel arrangements, itineraries, accommodations, and reservations for management as needed.

- Assist with calendar management for executives, including scheduling meetings and sending reminders.

- Screen and triage emails, calls, correspondence, and in-person requests

- Independently creating well-organized, grammatically correct memos and reports for distribution to members of various departments.

- Prepare professional reports and presentations.

- Administer the Employee of the Month program.

- Create and distribute the monthly Profire newsletter.

- Work with Company Managers to maintain accurate information on ProfireOne, our company’s intranet.

- Facilitate the coordination of conference rooms.

- Performing other duties as assigned.

Job Qualifications:

- Strong computer skills including MS Office

- Familiarity with People Operations processes and procedures

- Excellent interpersonal and communication skills

- Strong skills in organization and planning, demonstrated ability to work independently and exercise problem solving

- Proven ability to manage projects

- High School diploma required

- 2+ years in an Administrative role