Administration Manager, GTA West

Job title: Administration Manager, GTA West

Job description: From coast-to-coast, our inspiring colleagues are at the heart of what we do best: helping people, businesses and society prosper in good times and be resilient in bad times. With our team, you’ll bring this purpose to life every day by living our Values, being open to change, and pursuing your goals.

At Intact, we’ll give you countless opportunities to learn and grow, alongside a diverse and passionate community of experts – the best the industry has to offer. You’ll be empowered to be your best self, do your best work, and make a meaningful impact. Here, you can: shape the future of insurance, win as a team, and grow with us.

About the role

We’re looking for an Administration Manager to join our growing team!

As the Administration Manager, you will have a big impact on the team reporting to the GTA West (Mississauga) office. People will count on you to provide them with the tools and support they need to provide the first-class customer experience we strive for at Intact Insurance!

The Administration Manager facilitates the effective and efficient operation of the Administration Department to support the overall Branch-wide administrative needs by directing the operations, providing administrative and project support to the Regional Vice President and providing leadership to our regional employees.

What you’ll do here:

• As part of the GTA West Leadership group, you will provide administrative assistance to the Regional Vice President by producing budgets, short-term plans and other reports.Managing and organizing calendar; scheduling and attending, as required, meetings to record minutes; completing and filing expense reports; writing correspondence as well as assisting with specific projects.
• Participate as an active member of the regional Business Continuity committee.
• Oversee the operations of the Administration team, which includes our mailroom, facilities, and reception staff. Determine and execute actions necessary to achieve departmental objectives. This includes providing quality service, responding to customers queries, resolving related issues, and/or escalating problems according to company policies.
• Oversee the facility, ensuring that all safety and security protocols are always in place. This includes acting as Chair of the regional Health & Safety Committee, as well as monitoring and maintaining the security system.
• Develop new or revise existing operational procedures.
• Take constructive action to improve productivity.
• Communicate and coach department staff on process improvement initiatives. Identify and/or provide assignments, monitor efforts, guide and assess performance, and facilitate continuous learning and development.
• Provide leadership and support to the Administration team, which includes communicating corporate philosophy, values, and policies; motivate staff to participate in corporate objectives; continuously keep them informed of changes or new directions; and solicit feedback regarding operations and human resources management practices and issues.
• Act as Vehicle Fleet Administrator for Branch and consult with the corporate team on any changes. This includes ordering new vehicles, disposing of old vehicles for the Branch fleet, monitor monthly automobile operating reports and distribute all relevant fleet documents.
• Administer technology support (telephones, cabling for data support). Act as a liaison with IT.
• Establish productive relationships with contractors and service providers. Negotiate service contracts and resolves problems or issues. Monitor performance to ensure ongoing quality service.
• Administer lease space, negotiate all purchases and leases for equipment (i.e., copiers and fax machines) and furniture.
• Provide support to the RVP with financial tasks. Prepare and submit expense budgets, monitor and reconcile claims courier/postage expenses, and monitor and review expenses for accuracy and reporting any concerns.
• Provide support with purchase orders and cheque requisitions, maintain FTE records, and coordinate membership renewals and course registrations for all FTE reporting to the Mississauga office.
• Provide support to the adjacent teams. This includes eHR, filing confidential employee documents; preparing team meeting agendas; preparing document packages for various meetings; tracking timesheets; ordering supplies and maintaining inventory/equipment; distributing mail.
• Set up project meeting invitations, room reservations and equipment as needed, and publish meeting agendas.
• Provide ongoing technical support to the team (including onboarding assistance to new employees) through your technical knowledge of systems and software.

Qualifications

What you bring to the table:

• 3+ years of leadership or supervisory experience is an asset
• Knowledge of accounting and corporate finance
• Highly organized with a demonstrated ability to handle multiple priorities and deadlines in a fast-paced environment
• Team player who thrives in a collaborative environment
• Experience driving change within a team by helping team members understand and adapt to the change while providing mobilization during challenging periods and energizing everyone towards the common goal
• Excellent listening, written and spoken communication skills, and the ability to tactfully foster strong working relationships
• Advanced skills in MS Office Suite
• Great internal customer focus
• Comfortable with interacting at different levels in the organization
• Take initiative and exercise independent thinking

Here are a few reasons why others have joined our team:

• An award-winning, inspiring workplace that supports its people and recognizes great work
• Stimulating, challenging projects and development opportunities to help you grow your skills and career
• A comprehensive financial rewards program that recognizes your success
• An extensive, flexible benefits package
• An industry leading Employee Share Purchase Plan where we match 50% of net shares purchased
• A $350 annual wellness account that promotes an active lifestyle

Flexible Work Arrangements

Right now, we support 100% remote work, if your role permits. Once it’s safe to do so, we will move to a hybrid approach which will give everyone the best of both worlds – a mix of home and in-office workdays. Schedules will be determined in partnership between individuals, managers, and the team.

Closing Statement

We are an Equal Opportunity Employer

At Intact, our value of Respect is founded on seeing diversity as a strength, being inclusive and fostering collaboration. We value diversity and strive to create an inclusive, accessible workplace where all individuals feel valued, respected and heard.

If we can provide a specific adjustment to make the recruitment process more accessible for you, please advise the Talent Acquisition partner who reaches out about the job opportunity and they will work with you to meet your needs.

Background Checks

As an employer and publicly traded financial services company, the best interests of our customers, employees and shareholders are important to us. We want Intact to be a great place to work! This means that internal and external candidates will be asked to consent to background checks so we can learn more about you. Please note that for positions with access to financial data or funds, your credit must be in good standing.

Internal Candidates

For internal candidates, you can apply for a posted position if you have been in your current position for at least 12 months and are performing at a satisfactory level. Please note we may have identified other internal candidates through our Employee Development Program, and that the selection process may also be opened to external applicants.

Eligibility to Work in Canada

It’s important that you are legally eligible to work in Canada at the time an offer of employment is made. You may be requested to provide proof of eligibility at that time.

This posting closes on February 7, 2022 at 11:59pm.

Company: Intact

Expected salary:

Location: Mississauga, ON

Job date: Tue, 25 Jan 2022 23:49:54 GMT

Job Source: Careerjet.ca

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