OFFICE MANAGER
Theodore Builders | Airdrie, Alberta
ABOUT THEODORE BUILDERS
Theodore Builders is a dynamic construction company based in Alberta specializing in general contracting and construction services. We're looking for a detail-oriented, organized Office Manager to join our growing team and support our operations across multiple divisions.
POSITION OVERVIEW
The Office Manager plays a critical role in our organization, providing essential administrative support across corporate operations, human resources, compliance, and special projects. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
KEY RESPONSIBILITIES
Corporate Administration
- Maintain corporate records, annual filings, registrations, licenses, memberships, and compliance documentation across multiple entities
- Ensure all documentation is current and organized
- Manage corporate filing deadlines and regulatory compliance timelines
- Coordinate with legal counsel and external service providers as needed
Office Operations
- Support day-to-day administration of office operations and facilities
- Manage office supplies ordering and inventory
- Coordinate with vendors, manage subscriptions and account relationships
- Track and maintain company assets and equipment
- Handle general office functions including reception, mail distribution, and telecommunications
- Oversee office maintenance, cleaning, and facility repairs
- Manage office budget and expense tracking
Human Resources, Payroll & Benefits Administration
- Coordinate recruitment process including job posting, screening resumes, and scheduling interviews
- Conduct reference checks and background verification
- Prepare and process new hire documentation and employment agreements
- Assist with employee onboarding including orientation, training coordination, and system access setup
- Manage employee offboarding including exit interviews and final paperwork
- Maintain current and accurate employee records and personnel files
- Support benefits administration including enrollment, policy updates, and employee inquiries
- Coordinate employee benefit programs and maintain related documentation
- Prepare payroll data, coordinate with payroll provider, and ensure accurate processing
- Handle payroll reporting and maintain payroll records
- Assist with policy management and employee handbook updates
- Support performance management process and documentation
- Coordinate workplace development and training initiatives
Workers' Compensation Board & Insurance Administration
- Assist with WCB registration, reporting, and annual filings
- Support claims administration and maintain claims documentation
- Coordinate WCB inspections and compliance audits
- Support corporate insurance administration and record maintenance
- Maintain insurance certificates and policy documentation
- Manage insurance renewals and ensure continuous coverage
Marketing & Business Support
- Coordinate branding initiatives and promotional materials
- Support social media administration
- Assist with company events and employee recognition programs
- Coordinate client gifting initiatives
- Support business development activities as needed
Property Administration
- Assist with administration of company-owned properties
- Maintain rent rolls and property tracking
- Coordinate utilities and vendor management for properties
- Process invoices and maintain property assessments
- Track property maintenance and repairs
Safety & Compliance Support
- Support inventory tracking of safety equipment and supplies
- Coordinate safety equipment ordering and distribution
- Assist with administrative compliance requirements and documentation
- Support safety meeting coordination and record keeping
- Maintain OSHA/regulatory compliance documentation
- Assist with safety training coordination and record maintenance
Special Projects
- Assist with special projects and initiatives as business needs evolve
- Support coordination of company-wide initiatives and programs
- Provide administrative support for management projects and meetings
QUALIFICATIONS & REQUIREMENTS
Required Experience
- Minimum 5 years of experience in an Office Manager, Administrative Coordinator, Office Administrator, or similar role
- Exceptional organizational and time management skills with ability to manage multiple priorities
- Strong written and verbal communication skills
- Proficiency with Google Workspace
- Proficiency with cloud-based business software
- Ability to maintain confidentiality and exercise sound judgment
- Strong attention to detail and commitment to accuracy
- Ability to work independently and take ownership of responsibilities
Preferred Qualifications
- Post-secondary education in Business Administration, Office Administration, Human Resources, Accounting, Communications, or related field
- Experience with employee benefits administration
- Experience with WCB administration
- Experience with corporate filings and compliance
- Experience in construction industry administration
WHAT WE OFFER
Competitive compensation, health and wellness benefits, and the opportunity to work with a professional team in a growing construction company. You'll play a vital role in supporting our operations and contributing to the success of Theodore Builders.
Pay: $70,000.00 per year
Benefits:
- Dental care
- Extended health care
- Life insurance
- Vision care
Work Location: In person
