Job Posting:

Position: Office Administrator
Location: Halifax, Nova Scotia
Type: Full-time, permanent, hybrid
Salary: $53,000 – $66,000

ABOUT SIGHTLINE

Sightline Planning + Approvals is a land development consultancy firm that specializes in urban planning and real estate.

Sightline Planning + Approvals has over three decades of diverse practical experience in municipal planning approvals, land development, project management, and real estate in Halifax Regional Municipality (HRM), Nova Scotia and New Brunswick. The Sightline team has worked successfully with hundreds of clients over the past three decades to ensure results in securing difficult municipal planning approvals & applications that achieve the highest and best use and maximum density. This includes applications for rezoning, development agreements, amendments to municipal planning strategies, subdivisions, variances, development permits, and road construction. Sightline strives to provide a positive, diverse, flexible, and inclusive work environment and culture. We are a small but growing, dynamic, and fast-moving company.

The Office Administrator will work directly with Manager of Finance and Performance and President & CEO to manage and run Sightline’s office and operations for maximum efficiency.

DUTIES AND RESPONSIBILITIES:

Managing Daily Operations:
– Manage, schedule, and coordinate internal/external meetings, ensuring they are properly set up and tidied after use. Manage the company calendar, ensuring Outlook calendars are always updated and accurate.
– Book external meeting spaces when needed. Host, greet, and welcome visitors with a warm and professional demeanor, ensuring their needs are met and they feel comfortable in our office environment. This includes setting up food and beverages and preparing gift bags when needed.
– Maximize the use of office space, including organizing storage and stocking cleaning supplies, office supplies, stationery, and corporate merchandising.
– Manage and stock the kitchen with snacks and beverages, tidy, and coordinate cleaning and maintenance.
– Organize internal company events such as team appreciation days, client dinner reservations, purchase conference tickets, and other events.
– Organize company travel and coordinate with our travel agency for a smooth and safe employee trip.
– Manage incoming phone calls and emails, directing them to the appropriate parties and taking and delivering necessary messages.
– Maintain the directory of company contacts and produce specialized contact lists upon request.
– Assist Sightline’s marketing, which includes creating content and overseeing our email marketing efforts.
– Manage and organize Sightline’s client engagement strategy for special events, holidays and other occasions.
– Lead the information management and review of ongoing provincial and municipal (i.e. council) initiatives that are noted on government websites, publications to keep Sightline informed.

Quality Control of Business Practices:
– Work with the President & CEO and Project Management Chair to manage our project Matrix. This involves ensuring the team meets targets and deadlines and maintains a smooth and organized workflow.
– Proofread documents for grammar and punctuation and ensure quality control and adherence to company standard guidelines.
– Manage and organize our digital records directory.
– Prepare agendas, take meeting minutes, delegate action items, and manage their completion.
– Draft, submit, track, and manage client service agreements.
– Create and submit client invoices.
– Coordinate training and professional development opportunities for the team.
– Assist in HR efforts, including writing job descriptions, recruitment, onboarding, employment agreements, benefits, and organizing performance reviews.
– Maintain the directory of company policies and guidelines and coordinate yearly performance reviews.
– Assist the team in continuously improving our business processes.

Financial Management:
– Perform basic bookkeeping tasks (expense tracking, organizing receipts and invoices).
– Track overtime and vacation banks.

Qualifications:
– Be a self-starter, proactive, flexible and solution-oriented with a growth mindset.
– A college diploma or bachelor’s degree in a relevant field (human resources, office administration, or business management preferred).
– Be a Canadian citizen or have Permanent Resident status.
– At least 5 years of experience in Office Administration, Office Management, or similar.
– Experience in Project Management.
– Proficiency in MS Office and great Excel skills.
– Exceptional organizational and communication skills.

Assets:
– Experience with graphic design and email marketing.
– An interest in Real Estate.
– A secondary language is appreciated.

Benefits

At Sightline, we believe every employee is valuable and worth taking care of and investing in. We offer a supportive work environment with four weeks of vacation, yearly salary increases, bonuses, health benefits, RRSP matching, a health expense account, monthly team appreciation days, professional development opportunities, and more!

Apply!

We would love to hear from you if you are a self-starter, organized, detail-oriented, flexible individual passionate about supporting our dynamic team. To apply please send your resume and cover letter to hello@sightlineplanning.ca with the subject “Office Admin”. We will accept applications until February 16 2025.