Office Manager

Position Summary

The Office Manager is responsible for overseeing the day-to-day administrative operations of the corporate office while providing high-level administrative support to executive leadership. This role ensures the efficient operation of office functions, coordinates meetings and events, manages travel and expense administration, supports employees with administrative needs, and serves as a key point of contact for office vendors, visitors, and facilities-related matters.

The Office Manager plays an integral role in maintaining a professional, organized, and productive work environment that supports Opta’s employees and business objectives.

Duties/Responsibilities

Office Operations

• Oversee the daily operation of the corporate office to ensure an efficient and professional work environment.
• Manage office supplies, kitchen supplies, office equipment, and inventory; coordinate purchasing and replenishment as required.
• Coordinate office maintenance and liaise with building management, service providers, and vendors.
• Receive, sort, and distribute incoming mail and courier deliveries; coordinate outgoing shipments.
• Develop, maintain, and improve office administrative procedures and processes.
• Welcome visitors in a professional manner, and direct inquiries to the appropriate individuals or departments.
• Coordinate office logistics, workspace arrangements, and general office organization.
  

Administrative Support

• Provide administrative support to executive leadership and other departments as required.
• Prepare, proofread, and distribute reports, correspondence, presentations, meeting materials, and other business documents.
• Manage executive calendars, schedule meetings, and coordinate conference calls and virtual meetings.
• Prepare meeting agendas and coordinate meeting logistics, including room bookings, catering, and materials.
• Attend meetings as required, record minutes, and distribute meeting notes and action items.
• Assist with special projects and company initiatives as assigned.
  

Travel & Expense Administration

• Coordinate and book business travel arrangements, including flights, accommodation, transportation, and itineraries for executives and employees.
• Maintain travel schedules and provide support for travel-related changes or issues.
• Prepare, review, and submit employee and executive expense reports in accordance with company policies.
• Assist employees with expense documentation and reimbursement processes.
• Track and reconcile corporate administrative expenses as required.

Employee & Event Support

• Assist with planning and coordinating company meetings, training sessions, employee recognition events, holiday celebrations, and other corporate events.
• Support employee onboarding logistics, including workspace setup, office orientation, and administrative coordination.
• Serve as a resource for employees regarding office procedures, travel arrangements, and administrative processes.
• Coordinate communication of office announcements and internal administrative updates.

Other Duties

• Maintain confidentiality of sensitive business information.
• Provide clerical and administrative support across departments as needed.
• Perform other related duties as assigned.

Required Skills/Abilities

• Excellent verbal and written communication skills. 
• Strong interpersonal skills with the ability to interact professionally with employees, executives, vendors, and visitors.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Strong attention to detail and problem-solving abilities.
• Ability to maintain confidentiality and exercise discretion.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn and utilize new software and office technologies.
• Ability to operate standard office equipment.

Education and Experience

• Diploma or Certificate in Office Administration, Business Administration, or a related field preferred.
• Minimum 3–5 years of office administration, office management, executive assistant, or related experience.
• Experience coordinating travel arrangements and managing expense reporting preferred.
• Experience supporting senior leadership considered an asset.
  

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed above are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Opta Inc., an Opta Group Company, is an Equal Opportunity Employer and is committed to providing accommodation for people with disabilities. If you require an accommodation during the recruitment and selection process, we will work with you to meet your needs.  

As part of our recruitment process, Opta Group may use artificial intelligence–based tools to support the initial review of applications. These tools help identify relevant qualifications and experience. Human reviewers are involved at all stages of the hiring process, and no employment decision is made solely by automated means.

This job posting represents an existing vacancy and is posted in compliance with the Ontario Employment Standards Act (ESA).