Over 100 years in business, the Arrow Group of Companies has led the way in developing service focused transportation solutions by working with a broad range of customers, hauling a wider variety of products, and expanding our presence throughout Canada and the United States. Arrow is an industry leading transportation, distribution and materials handling organization.

Our Kamloops McMaster office acts as Headquarters for our Corporate Operations Team.  Approximately 30 employees work out of this location including our Executive, General & Regional Managers, Directors, Support Services and our IT Team.  The Office Manager/Executive Assistant position is best described as the 'Heart of the Office' and works to support the Arrow Team.

• Competitive Compensation
• Pension matching program
• Extended medical benefits. We offer a 'Flex Modular' Extended medical plan which allows you to choose what is most important for you and your dependents
• Free Parking
• Direct Deposit Pay
• Monday-Friday 8:00am-4:30pm
• The stability of a 100+ year old company and the spirit of an innovative and entrepreneurial organization

Major Responsibilities 

Reporting directly to the Director of People Systems, the Office Administrator/EA's primary role is to support the Kamloops McMaster Office overseeing Office Management, Reception duties, General Administration, as well as support the Directors, Regional Managers and Executive level with calendars, travel arrangements, expense reporting and other duties as assigned.  The Office Administration/EA will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. 

Office Management 

• Continually research and streamline the most efficient ways in which to manage the office from a cost, operational and process perspective. 
• Manage all aspects of weekly, seasonal and annual office and building maintenance, including cleaning, recycling, security, yard maintenance, snow removal, etc. 
• Coordination, organization and assistance with Arrow committees, including safety, office management and office parties. 
• Ensure tidiness and order in main areas, storage rooms and promo items room 

General Administration duties 

• Front reception.  Answer phones, forward calls, take messages, and greet all visitors that come to the office in a courteous and professional manner. 
• Manage all aspects of incoming and outgoing mail, couriers and shipments/packages. 
• Manage all aspects of monthly reconciliation of company Visas. 
• Ensure supplies are sufficiently and appropriately stocked in office for kitchen, cleaning, office supplies, etc. 
• Ensure common areas are always clean and presentable. 
• Ensure office equipment is always ready for use (filling photocopiers with paper, ensuring color cartridges are on hand, calling repair companies, etc.) 
• Manage schedules for company vehicles ensuring all maintenance is performed on vehicle as required. 
• Negotiate corporate deals as it pertains to travel. 
• Manage promotional inventory in promo room and keep organized, tidy and stocked. 
• Support the marketing department’s programs and projects i.e. Promotional orders, Arrow Calendars etc.. 
• Support the HR Department programs and projects i.e. Years of Service Program, Jacket program, Holiday Cards, Workplace Surveys etc.  
• Responsible for all aspects of petty cash, including monthly reconciliation. 
• Responsible for reviewing, coding, obtaining approval and entering all office and IT related invoices   
• Work closely with Accounts Payable department to ensure all invoices received are distributed to the correct divisions. 
• Office support, including photocopying, preparing of bound presentation books, etc. 
• Assist and support the Holiday Party Committee and Event. 
• Assist and support for all Divisions of Arrow.
• Other duties as assigned 

 Executive, Director, Regional/General Manager Support duties 

• Preparation, typing and proofreading of documents and correspondence. 
• Booking travel, including hotels, car rentals, reservations, etc. 
• Coordinating meetings, including room bookings, conference calls, invitations, lunches, dinners, etc. 
• Respond to all requests in a timely manner. 
• Assist and/or organize annual meetings i.e. budget meetings, manager meetings etc.. 
• Other duties as assigned. 

Requirements  

• Preference given to those with relevant successful experience and post-secondary education i.e. Office Management/Administration
• Willingness to work with all stakeholders in the building, who visit the building and/or conduct internal or external business with the McMaster Office.
• Ability to be the 'Heart of the Office' and be the 'go to' as it pertains to matters pertaining to building management.
• Proficient in Microsoft Excel and Word, ability to quickly learn new computer applications i.e.  Arrow custom applications, Outlook etc. 
• Excellent alphanumeric keyboarding skills 
• Strong concern for the accuracy and quality of work 
• Ability to quickly prioritize and execute 
• Ability to deal effectively with a high paced environment 
• Demonstrates Internal and external customer service excellence 
• Problem Solving ability 
• Proven Initiative 
• Strong safety mindset 
• Quality oriented 
• Needs to be responsible, accountable and dependable 
• Demonstrates strong communication skills both verbally and written 
• Strong work ethic and positive team attitude 
• Highly flexible, with solid interpersonal skills that allow on to work effectively in a diverse working environment. 
• Demonstrates ethical behavior and behaves with the utmost integrity 
• Organizational skills and keep attention to detail 
• Professional appearance/demeanor whether in person, via email or on the telephone.