About this role
*About Us*
The Ottawa Rotary Home has been supporting children, youth, and adults with physical disabilities and complex medical needs for over 40 years. Through our respite, supported living, community nursing, and day programs, we are committed to providing person-centred supports that help individuals live full and meaningful lives.
We are looking for an organized, proactive, and dependable Office Manager who enjoys keeping things running smoothly behind the scenes. This is an exciting opportunity for someone who thrives in a fast-paced environment, enjoys variety in their work, and takes pride in ensuring that nothing falls through the cracks.
*Position Summary:*
Under the direction of the Senior Leadership Team, the Office Manager serves as the central administrative hub of the organization. This position provides administrative and operational support across all programs and is responsible for coordinating many of the day-to-day functions that keep the organization running efficiently.
The Office Manager works closely with the Senior Leadership Team to coordinate office administration, executive support, human resources administration, finance support, facilities coordination, health and safety administration, compliance tracking, and vendor relationships.
As a member of the management team, the Office Manager participates in a shared after-hours on-call rotation, providing telephone support to frontline staff and responding to operational issues that arise outside of regular business hours.
This role requires exceptional organizational skills, sound judgment, initiative, attention to detail, and the ability to manage multiple competing priorities while maintaining confidentiality and professionalism.
*KEY RESPONSIBILITIES*
*Office Operations*
* Coordinate the day-to-day administrative operations of the organization. * Ensure office systems, processes, and administrative functions operate efficiently. * Maintain office supplies, equipment, and general office resources. * Coordinate maintenance requests, service calls, and repairs for all agency locations. * Manage vendor relationships and ensure services are completed in a timely manner. * Assist with organizational projects and operational initiatives. * Develop and maintain organized filing systems, records, and administrative procedures.
*Executive and Administrative Support*
* Provide administrative support to the Senior Leadership Team. * Coordinate meetings, calendars, agendas, meeting materials, and follow-up items. * Prepare correspondence, reports, presentations, and organizational documents. * Support committees by preparing meeting packages, recording minutes, and tracking action items. * Assist with special projects and organizational initiatives as required. * Participate in the organization's shared after-hours management on-call rotation, providing telephone support and operational guidance to frontline staff and responding to urgent operational issues as required.
*Human Resources Administration*
* Coordinate employee onboarding documentation. * Administer employee benefit and RRSP enrolments. * Maintain confidential employee personnel files and records. * Liaise with the organization's third-party Human Resources provider regarding administrative matters. * Coordinate employee recognition initiatives and staff social activities. * Assist managers with general administrative support related to human resources processes.
*Finance Administration*
* Process invoices and purchase requests. * Reconcile corporate credit card statements. * Coordinate office purchasing and vendor invoices. * Maintain petty cash and administrative financial records. * Assist with administrative financial tracking and reporting. * Support the Finance team by ensuring required documentation is complete and submitted on time.
*Health & Safety, Facilities & Compliance*
* Coordinate maintenance, repairs, inspections, and preventative maintenance for all program locati