Office Manager P1-2500701-1 Chubb Fire & Security Corporation Administrative No

Role

Summary:

Our Halifax Branch is looking for an Office Manager to join the team, to support Atlantic Canada. We are looking for someone that is self‑motivated, optimistic and skillful individual who can multitask and think strategically in order to support branch business objectives, where Customer and TEAM approaches are paramount to success! The primary focus of this position is to provide assistance and day‑to‑day support for the physical & virtual back office for the Atlantic Canada Branches and the Branch Manager.

• Supervise, support, and provide general oversight of the administrative team; monitor performance to ensure high productivity and effectiveness.
• Serve as the main contact/link between the branch and the Corporate Accounting team, providing direct support to the Branch Manager (BM) and Division Leaders.
• Create and distribute internal office correspondence among Managers and departmental teams to ensure clear communication.
• Coordinate, set up, and manage all office schedules, meetings, employee training sessions, and conferences.
• Plan and coordinate major branch social events to foster employee engagement and team building.
• Oversee critical records management and archiving in compliance with current branch policies.
• Prepare and deliver monthly reports, including Accounts Receivable (AR) and under billing reports.
• Manage full Work‑In‑Progress (WIP) reporting, including job closings and all branch invoicing.
• Manage new employee onboarding and exit offboarding processes, including resource setup and IT ticketing.
• Ensure accuracy and completion of branch special reporting and compliance with licensing requirements.
• Provide support for local branch special projects as assigned by management.
• Act as a portal specialist and provide system support as required.
• Organize and manage employee travel arrangements, including accommodations and car rentals.
• Support branch audits by providing relevant documentation and reports as needed.
• Oversee Accounts Receivable (AR) management and facilitate timely collections.
• Manage Accounts Payable for overhead and building‑related (non‑job) expenses.
• Coordinate new customer setup and conduct vendor/credit checks as required.
• Delegate and oversee company credit card reconciliation processes.
• Oversee branch expense report management and ensure timely submission.
• Order and manage office resources/stationery and maintain adequate supply levels.
• Coordinate uniform ordering and distribution, as well as marketing materials for the branch.

• High School Diploma or GED.
• 3‑5 years of experience in an administrative capacity or related experience.
• Must be self‑directed, motivated and demonstrate exceptional service and interpersonal skills.
• Demonstrated ability to work with accuracy, efficiency and attention to detail.
• Superior organizational, analytical skills, and decision‑making skills.
• Ability to multi‑task and prioritize in a fast‑paced work environment.
• Excellent communication skills, both verbal and written.
• Relevant experience, preferably in the Life Safety industry is an asset.
• Proven solid customer relationship‑building skills.
• Solid knowledge of PC based applications (e.g. Microsoft Office Suite, MAS, Enterprise Resource Planning systems).

• Ability to demonstrate and deliver superior customer service in a fast‑paced and multi‑tasking environment.
• Self‑motivated; detail‑oriented, with highly developed organizational skills.
• Excellent verbal, written and presentation skills.
• Ability to work with minimal supervision.

• Competitive compensation and benefit package.
• RRSP matching.
• Employee Stock Purchase Plan.
• Employee Discounts.
• Learning and Development opportunities.
• Reward and Recognition Program.
• A culture of performance & accountability.
• A supportive and positive team environment.

As a condition of employment, this position may be subject to the successful completion of the following pre‑employment conditions:

• Criminal Background Check.
• Reference Check.

We thank all applicants for their interest; however, only those candidates selected for an interview will be contacted.

We are committed to a diverse and inclusive workplace for all. If you are contacted for a job opportunity, please advise us of any accommodations needed to ensure fair and equitable access throughout the recruitment and selection process.