Office Manager

North American Rail Solutions (NARS) is seeking a highly organized and efficient Office Manager to oversee the daily operations in the office. The Office Manager is responsible for performing administrative tasks across all functional departments, which include Accounting, Human Resources, Sales, and Operations. The ideal candidate is a motivated individual with excellent communication skills, a proactive approach, the ability to handle multiple tasks efficiently, and maintain the highest level of confidentiality.

MAJOR RESPONSIBILITIES

• Performs all administrative functions, including scheduling, reception, mail distribution, and office supplies procurement.
• Ensures the office space is organized, clean, and well-maintained. 
• Coordinates with vendors for repairs and maintenance as needed.
• Assists in onboarding new employees, including setting up workstations and ensuring necessary equipment and supplies are available. 
• Coordinates team events and activities to foster a positive work culture.
• Serves as a point of contact for internal and external communication. Answer phone calls, respond to emails, and direct inquiries to the appropriate team members.
• Maintains accurate records, documents, and files, ensuring compliance with company policies and legal requirements.
• Manages relationships with vendors, service providers, and suppliers. Obtain quotes and negotiate contracts to secure cost-effective services.
• Gathers and prepares payroll data and reports to corporate based on current payroll polices and procedures, reporting to corporate team on processing and verifying accuracy.
• Perform essential accounting functions such as creating purchase orders, Account Payables (A/P), and equipment inventories for the assigned office.
• Handle office tasks such as filing, generating reports, purchase orders, and equipment inventory.
• Performs first attempt contacts for Accounts Receivable (A/R)
• Make travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
• Prepare communications, such as memos, emails, invoices, reports, and other correspondence.
• Manage accounts and perform bookkeeping
• Assists in the sales process by preparing bids, gathering work proposals on behalf of the Operations team, coordinating with customers, and general reporting.
• Performs other duties as assigned

Job Requirements

Education Required:

• Degree in Accounting or Business Management or equivalent and relevant work experience required.

Work Experience Required:

• 3+ years administrative or office management experience
• General knowledge of accounting, sales, and HR functions

Skills & Knowledge Required:

• Excellent time management skills and ability to prioritize work
• Attention to detail and problem-solving skills
• Strong organizational and planning skills
• Fluent in English; bilingual a plus
• Proficient in MS Office
• Proven ability to build and maintain relationships with others
• Ability to work in fluid environments, highly flexible and able to set/adjust priorities with market needs.
• Ability to multitask effectively