Office Manager

Job Description

About the Role

Reporting to the Director of Engineering, Facilities and Environmental Services (EFES), the Office Manager is responsible for the planning, coordination, and supervision of the administrative support functions of EFES and overall functionality of the department. This position provides confidential administrative support to the Director of EFES and the other department managers.

What You’ll Be Doing

• Manage the Director’s schedule and meeting logistics, including research, preparation, minutes and follow‑up for meetings.


• Prepare and review corporate correspondence, reports, presentations, and confidential documents, ensuring accuracy and professionalism.


• Responsible for departmental timekeeping including timesheet processing, data validation, reporting, and resolving discrepancies.


• Manage departmental financial administration, including accounts payable, invoicing, VISA reconciliation, vouchers, and other related transactions.


• Provide leadership and supervision to administrative staff, including recruitment, training, performance management, and discipline.


• Lead the development, implementation, and continuous improvement of administrative procedures and processes, ensuring alignment with corporate policies, by‑laws, and organizational priorities.


• Support the planning and administration of departmental operating and capital budgets, including preparing related presentation and communications.


• Oversee the organization and distribution of departmental information through various corporate channels in consultation with appropriate internal departments and divisions.


• Responsible for departmental information and records management, including retention compliance and destruction in accordance with Corporate Policy and By‑Laws.


• Monitor policy, legislative, and Council developments, assess impacts on departmental operations, and brief the Director and Managers accordingly.


• Support complaint resolution and service improvements, working with Citizens First and corporate partners to ensure timely responses and effective process enhancements.


• Perform other related duties as assigned.

What’s Required

• College Diploma in Office Administration or a related field.


• Three (3) years of experience providing senior management/executive level administrative support or municipal administration.


• AMCTO Municipal Administration Program (MAP) completion is an asset.


• Experience with timekeeping and related software.


• Proficiency with Microsoft Office and Adobe and experience with timekeeping, budgeting, work order applications. Ability to adapt to new software applications.


• Proven leadership and supervisory skills, including the ability to guide and support a team with minimal supervision.


• Ability to maintain a high level of confidentiality.


• Strong organizational and time‑management skills, with the ability to prioritize, maintain accuracy, and meet deadlines.


• Demonstrated problem‑solving and decision‑making abilities.


• Excellent communication and interpersonal skills.


• Ability to collaborate with municipalities, departments, contractors, agencies, boards and commissions.


• Knowledge of Collective Agreements and their application.