Office Manager & Document Controller

THE ROLE:

RTG is looking for a candidate to join our team and fill a temporary, full-time contract. We are seeking an experienced Office Manager & Document Controller who will report directly to the Chief Executive Officer. The successful candidate should have a high sense of urgency, attention to detail, and self-direction. Additionally, they must be able to multi-task, work in an environment with frequent interruptions, and work with minimal supervision.

RESPONSIBILITIES

Document Control Duties

• Assist in the coordination, preparation, proof-reading, formatting, and distribution of project reports and documentation
• General Documentation Quality Assurance (accuracy verification) and validation against the Project Agreement
• Records Management for project-related correspondences and documentation
• Tracking documents through an approval process
• Uploading, distributing, and revising project documentation within multiple enterprise systems
• Preparing project and financial correspondences on behalf of the Chief Executive Officer and Chief Financial Officer
• Assist with documentation preparation for internal and external audits

Administration Duties

• Provide direct administrative and analytical support to the Chief Executive Officer, Chief Financial Officer, and Chief Rail Safety Officer
• Responding to ad hoc internal and external requests, and following-up with the respective Parties as required
• Act as “Claims Coordinator” and process incoming personal injury claims, liaising with the Chief Rail Safety Officer, Adjusters, Insurance and Lawyers.
• Point of contact and liaison with the client and subcontractors for general information gathering, inquiries, and reporting
• Process MFIPPA requests by logging the file and sending to legal. Track due dates to ensure timely responses.
• Schedule and coordinate travel, meetings, events, catering, and taking of minutes
• Recruitment and management of office interns
• Onboarding of new hires
• Monitors reception and media inbox/voicemails
• Manage daily office requirements, including ordering office supplies, initiating internal IT requests, work with IT to resolve technical issues, general office upkeep and manage the corporate cell phone plan.

Finance Duties

• Receive, verify, and process vendor invoicing
• Prepare client invoicing, distribute for internal approval, and issue for payment
• Employee expense report verification, preparation, and tracking
• Credit card reconciliation

QUALIFICATIONS AND EXPERIENCE

• Education in business administration or a related concentration
• 5+ years of senior administrative experience
• Document Control experience is considered an asset
• An equivalent combination of education and experience will be considered.
• Strong communication skills, both written and verbal.
• Strong analytical skills, logical thinker, process oriented with conceptual and research skills to review and compile information; ability to multitask while maintaining attention to details.
• Proficiency in Microsoft Office applications, including Word, Excel and PowerPoint and SharePoint, to conduct analysis and prepare reports and presentations.
• Excellent organizational, time management and decision-making skills to effectively manage deadlines and changing priorities.
• Sound problem solving skills and able to exercise judgement to determine and/or initiate and/or seek guidance in the resolution of issues.

LANGUAGE REQUIREMENTS

• English proficiency (mandatory)
• French (asset)

SCHEDULE

Monday to Friday, 8:00am to 4:00pm

Start date: To be determined

Contract duration: 14 months

BENEFITS

We offer competitive salaries and paid time off to contract employees. We also offer health, dental, and vision insurance.

 

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Please apply with a resume and cover letter indicating how your experience and education align with our position, along with your salary expectations.