Closing Date: April 22, 2024
Founded in 1998, CDCI Research is Canada’s largest historical research management and litigation support company. CDCI Research has offices in both Ottawa and Vancouver and provides litigation support, historical and applied research and records management to public and private sector clients across Canada. To learn more about CDCI, please visit our website at www.cdci.ca.
CDCI is looking for an experienced Office Manager to join our team of dedicated staff. As an Office Manager with HR/recruitment responsibilities, your role is to oversee the smooth functioning of the office environment while also managing various human resources and recruitment tasks. If you have experience managing multiple priorities and a desire to be the “go-to” person for our management team, this job may be for you.
The Office Manager is responsible for organizing and coordinating staff, administrative duties, communications, and office procedures for the Ottawa office, as well as providing administrative support to the company on a national scale. The role ensures the office is well organized and runs smoothly to improve company processes and day-to-day operations and create a happy, positive working environment that encourages everyone to do their best work.
The Office Manager will function as a key point of contact in the Ottawa office to provide administrative support as well as liaising with building management and external service providers to ensure that staff have everything they need to work in office or remotely. This role will also assist the national management team in recruitment, onboarding staff, coordinating office space, and maintaining employee files. This position is a critical contact point for managers and staff, and, as such, is responsible for maintaining cohesiveness and communication between teams.
The role also works closely with the CDCI executives, enhancing the executive's effectiveness by providing administrative and information management support and helping prepare appropriate communications for the organization.
Major Responsibilities and Duties:
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Work with the national management team to develop and update office policies while taking the lead in ensuring existing and new office policies are clearly communicated to all staff
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Assist managers in both the Ottawa and Vancouver office with resource management including coordinating recruitment, interviews, onboarding, and offboarding processes
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Maintain the national meeting schedule, including scheduling and managing meeting participants in Teams, compiling and circulating agendas, and taking minutes
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Maintain employee files in ADP including coordinating the employee contract renewal schedule, drafting employee contracts, and circulating contracts to staff
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Provide support to the national management team during the performance review cycle including undertaking the technical set-up within ADP and scheduling performance review meetings as required
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Promote team building through planning and coordinating company celebrations, events, and activities
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Maintain the Ottawa office and provide general administrative and reception support
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Provide document formatting support to staff as relates to presentations, proposals, and client deliverables
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Chair the health and safety committee
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Obtain an advanced understanding of PWGSC security clearance requirements and provide support as an Alternate Company Security Officer (ACSO) to the company including reviewing administrative and operations practices to ensure they are in line with security requirements
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Ability to manage and effectively communicate regarding all administrative needs
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High level of organizational skills and initiative. A proven track record of follow up and follow through.
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An interest in people, culture, and office cohesiveness. You are friendly and an exceptional communicator with a variety of audiences.
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Ability to successfully manage concurrent projects and competing priorities with confidence
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Ability to understand management objectives and provide administrative solutions to fit the needs of the organization
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High degree of skill in problem assessment, diplomacy, and conflict resolution
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Creative ability to ensure continual improvement in the productivity of the office
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Self-motivated with an ability to identify corporate administrative and operational needs and take the efficient, effective actions in proposing, developing, implementing, and maintaining those needs
Experience and Qualifications
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Post-secondary education, either a college diploma or university degree
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At least 3-5 years of experience as an office, operations, or administrative manager
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Experience working in a small to medium sized, fast-moving organization
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High level of initiative and ability to work independently with minimal supervision
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Demonstrated ability to make decisions and take ownership for tasks and processes
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Intermediate/Advanced knowledge of Teams, SharePoint, Microsoft Word, Microsoft Excel, and PowerPoint
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Strong written and oral communication skills
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Detail oriented and a high level of organization
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Experience with file management
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Experience with process development and documentation
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Experience working with budgets
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Eligible to obtain PWGSC security clearance
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Must be available to work in the Ottawa office
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Asset qualifications:
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Experience or education in resource management
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Experience in a professional services environment
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Private sector experience working with federal government clients
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Experience supporting Project Managers/Bid Managers including compiling CVs and submission tables
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Experience working as an Executive Assistant
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Experience working with ADP
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Understanding of PWGSC security clearance requirements and/or experience working as a Company Security Officer (CSO)/Alternate Company Security Officer (ACSO)
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Understanding of historical/archival/legal research industry
CDCI offers a competitive salary and a comprehensive benefits package that includes medical, dental, life insurance, disability insurance and more.
If you are interested in the position and meet the above qualifications, please submit your resume and cover letter by April 22, 2024. In your response, please detail in bullet point fashion how your skills align to each of the noted qualification criteria.
CDCI Research would like to thank all applicants for their interest; however, due to the large volume of applications, only those selected for interviews will be contacted.
CDCI is an Equal Employment Opportunity employer. This commitment applies to all candidates and employees regardless of race, ethnicity, citizenship, creed, place of origin, religion, sex, gender identity, gender expression, sexual orientation, family status, marital status, disability, age, and any other protected characteristic. All our employment practices are solely based on individual merit and our organization's needs at the time.