Job Posting: Office Administrator
Position: Office Administrator
Location: Halifax, Nova Scotia
Type: Full-time 40 hours per week, permanent, hybrid work environment
Salary: $51,000 – $66,000 depending on experience

ABOUT SIGHTLINE
Sightline Planning + Approvals is a municipal planning, approvals, land development, and real estate consultancy firm. Sightline celebrated its 20^th anniversary in May of this year and continues growing to meet significant client and housing needs in Atlantic Canada.
Sightline Planning + Approvals has successfully completed over 1,505 projects and applications for our clients. The Sightline team has worked successfully with hundreds of clients to ensure results in securing complex 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 elite TEAM in a growing, dynamic, and fast-moving company. The Office Administrator will work directly with the President & CEO and the Leadership Team to manage and run Sightline’s office and operations for maximum efficiency.

DUTIES AND RESPONSIBILITIES:
Managing Daily Operations:
– Manage, schedule, and coordinate 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, and stationery.
– 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 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.

Quality Control of Business Practices:
– Proofread documents for grammar and punctuation and ensure quality control and adherence to company standard guidelines.
– Manage and organize our digital records directory.
– Run our Project Management Matrix using Excel and Click-Up to ensure the team meets targets and deadlines and maintains a smooth and organized workflow.
– 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 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:
– A college diploma or bachelor’s degree in a relevant field (human resources, office administration, or business management preferred).
– 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.
– Proactive, flexible, solution-oriented with a growth mindset.

Assets:
– Experience with Click-Up, Canva, MailChimp or Klaviyo  .
– An interest in Real Estate.
– A secondary language is appreciated.
– Leadership experience.

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, 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 an organized, detail-oriented individual passionate about supporting our dynamic team. In order to apply please submit your resume and cover letter to hello@sightlineplanning.ca with the subject “Office Admin”.