Office Manager

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Office Manager – Windsor, Ontario

Reports to: Senior Leadership

Position Summary

The Office Manager is the operational heartbeat of Douglas Marketing Group’s Windsor office. This role ensures that the workspace, people, processes, and communications operate smoothly and efficiently across all departments. You will support leadership, coordinate administrative systems, manage office resources, and uphold a professional, positive, and high‑performance work environment.

Key Responsibilities

Office & Administrative Operations

• Oversee day‑to‑day office operations, ensuring the workspace is clean, organized, and fully functional.
• Maintain office supplies, inventory, vendor relationships, and routine facility needs (repairs, cleaning, maintenance).
• Manage schedules, internal communications, and correspondence on behalf of leadership and departmental teams.
• Serve as the primary point of contact for office logistics, courier deliveries, and incoming/outgoing mail.
• Maintain CRM updates, records, shared drives, and filing systems (digital and physical).
• Prepare reports, briefing documents, and meeting notes for executives as required.
• Support the coordination of internal meetings, cross‑border team sessions, and client interactions.
• Facilitate conference calls, video meetings, and equipment setup.
• Maintain a consistently high operational standard across all office functions.
• Ensure leadership has seamless administrative support that enhances productivity.
• Actively improve internal processes and contribute to organizational efficiency.
• Support the company culture, client experience, and brand professionalism through daily actions.

Team Support & HR Coordination

• Assist with onboarding and offboarding processes in conjunction with HR.
• Maintain employee records, office access, and compliance documentation.
• Support culture and team-building initiatives, event planning, and internal communications.
• Uphold organizational policies, standards, and operational procedures.

Financial & Operational Administration

• Support accounting with invoice handling, receipts, reconciliations, and record updates.
• Monitor office budgets and spending related to supplies, services, and staffing needs.
• Track and prepare monthly operational reports for senior leadership.

Project & Executive Support

• Assist with presentations, proposals, and client materials.
• Provide administrative support for business development activities and grant/funding submissions.
• Coordinate cross-department workflows, ensuring tasks are completed on time.
• Maintain confidentiality and handle sensitive information with professionalism.

Skills & Competencies

• Expert proficiency in Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint, Planner).
• Strong organizational and multitasking abilities with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to work under pressure, meet deadlines, and manage constant change in a creative environment.
• High emotional intelligence, professionalism, and ability to work with a wide variety of personalities.
• Proven problem-solving skills and ability to take initiative without waiting for instruction.
• Experience with CRM systems and digital collaboration tools.
• Ability to maintain confidentiality and good judgment in all interactions.

Qualifications

• 3–5 years of experience in office administration, office management, or executive support.
• Experience in a creative agency, marketing environment, or fast-paced office preferred.
• Post‑secondary education in business administration or related field is an asset.
• Valid driver’s license and ability to travel between office locations as needed (Windsor/Troy/Detroit).

Job Type: Full-time

Pay: $50,000.00-$65,000.00 per year

Benefits:

• Paid time off

Ability to commute/relocate:

• Oldcastle, ON: reliably commute or plan to relocate before starting work (required)

Education:

• Bachelor's Degree (preferred)

Experience:

• Office management: 3 years (preferred)

Work Location: In person