The Supervisor, Office Services is responsible for administration, office services, furniture and equipment, premises management, systems and procedures, budgeting and purchasing for office-related accounts, fleet vehicles and privacy and branch controls.
JOB RESPONSIBILITIES :
Coordinates new and renewal lease agreements for the Branch and Service Offices. Prepares proposals and lease agreements for submission
Coordinates building services including cleaning, security, telephones and repairs and maintenance for the Branch including the Service Offices.
Plans office layout, maintenance, improvements and upgrades of interior finishes. Coordinates purchases as necessary.
Manages the purchase and lease of office equipment and furniture.
Oversees Information Technology needs for the Branch.
Administers the Business Recovery Program for the Branch.
Purchase and Asset Management
In consultation with the RVP, plans for future expenditures for furniture and equipment, rent and utilities, and premise improvements.
Coordinates the preparation of the annual Branch budget and quarterly variance reports for the rent and utilities, furniture and equipment and capital purchase accounts.
Manages company vehicles assigned to employees in coordination with the fleet management company. Monitors the usage, expenses, repairs, maintenance, purchase and disposal.
Manages other company assigned equipment including any related contracts (laptops, cameras, cell phones).
Acts as back up on the approval and release of cheques issued for payment of approved accounts.
Privacy and Controls
Manages Branch Privacy Self Audit program.
Ensures that all required privacy contracts are in place.
Manages keys and controls access to office and privacy sensitive areas.
Responds to JHSC concerns related to the premises.
Manages other Branch controls as assigned
General Office Administration
Manages accounting team and oversees daily work
Manages the various office services within the Branch including mail room, reception, switchboard, telephone system and inventory and purchasing of supplies.
Manages Branch events as assigned, including coordination of charitable events
Other duties as assigned
At least 5 years of general office management experience
Strong understanding of accounting principles.
Highly effective relationship management skills.
Customer and results focused.
Exhibits solid judgment and decision making ability.
Excellent oral and written communication skills.
Completion of undergraduate degree or designation in insurance, business, accounting, or purchasing.