JOB SUMMARY :

Reporting into the VP, Managing Director, Ottawa, this position will manage the Ottawa Operations and Security team and be responsible for managing and coordinating all Ottawa branch administrative duties and procedures, not limited to Security requirements; ensuring smooth running of day to day operations are performed timely and efficiently, ensures a high level of effectiveness, establishes processes and standards and adheres to overall compliance requirements. Required to support the VP, Managing Director, Ottawa as directed.

ESSENTIAL FUNCTIONS:

Branch Operations

Manages and directs a team of Ottawa Operations Staff including defining their job functions, setting performance standards, assigning priorities/work schedules and ensuring that their individual responsibilities are performed in a timely and efficient manner in line with their assigned roles.

Ensures top performance of office staff by providing them adequate coaching and guidance. This includes weekly team meetings, monthly one-on-one meetings, goal-setting, mid-year and year-end performance reviews.

Implements procedural and policy changes to improve operational efficiency in accordance with internal process and Corporate Operations.

Ensures that team job descriptions and role process documents are up to date with any changes in operational efficiency

Responsible for overseeing and ensuring that Government and Commercial Client Reporting, Finance and Security Requirements are undertaken in a timely manner within prescribed contractual obligations.

Oversees all aspects of government security requirements and the Security Team’s responsibilities; also ensure that client operational, reporting, and compliance items are fully met.

In conjunction with the Payroll and Accounts Payable teams, responsible for overseeing the processing of all consultant timesheet information and the processing of all consultant payments as per consultant assignment agreements.

Responsible for overseeing the processing of client invoices managed by the branch as per client contractual requirements.

Responsible for acting as the first point of contact with Canada Corporate Finance and Operations in ensuring that all client contractual and finance requirements are met.

Liaise with Accounts Payable, Cash Applications, Vendor Maintenance teams to ensure invoices are paid on time, consultants and subvendors paid in timely manner, and for invoice reconciliation.

In partnership with the Director, Proposal and Corporate Knowledge Center, responsible for overseeing the management and maintenance of the branch contract repository including the management of all amendments to ensure audit traceability.

Responsible for overseeing expense claim invoicing to clients and reimbursements to consultants and billable colleagues.

Oversees the purchase of all office supplies and equipment.

Coordinates with Building Management for any office security, cleaning, maintenance, building pass requirements. Liaise with external vendors and trades as needed.

Point of contact for office security system provide Chubb; management of AFX system to ensure new employees have building and suite access.

Process business invoices in Catalyst and obtain approval from Vice-President.

Ensures compliance with ISO for entire Ottawa branch; International Organization for Standardization in conjunction with Corporate Operations for Akkodis Canada

Management of the branch general mailbox; oversight and management of the Ottawa Operations shared inbox

Management and monitoring of the branch voicemail system – forwarding voicemails to appropriate parties as required.

Assist VP with month-end accruals

Security

Oversees all aspects of government security requirements and the Security Team’s responsibilities; also ensures that client operational, reporting, and compliance items are fully met.

Directs and assumes accountability for all aspects of government security requirements and CSO (Company Security Officer) and ASO’s responsibilities (Alternate Security Officer); also ensures that mandatory training and procedural changes are implemented.

Acts as the primary interface between the Sales and Recruiting team and the Branch Security Team, ensuring that key security processes are aligned to contract recruitment and delivery requirements.

IT Infrastructure Administration and Maintenance

Primary point of contact responsible for liaising with IT / Telephony for managing the IT Infrastructure of the Ottawa Branch

Responsible for defining the IT and Telephony requirements of the Ottawa Branch users

Responsible for ensuring an accurate and complete inventory of local equipment

Escalates IT tickets for problem resolution as required

Liaises with the Corporate IT Group for deployment of new corporate applications and identifies potential impacts and special local requirements for operations

Health and Safety

Responsible for the management of the Health and Safety Program within the Branch including participating in Health and Safety committee meetings at the company and building management levels

Oversees the Ottawa health and safety team and ensure standards are maintained and issues addressed in conjunction with the Corporate HR team for Modis Canada.

Coordinates Health and Safety training for staff as required

SECONDARY FUNCTIONS:

May be necessary to perform Operations Specialist functions as listed on the Operations Specialist job descriptions, or act as the “back-up” for these functions when team members are out of the office.

If appropriate, review financial statements for errors and omissions, escalating and/or resolving issues.

All other duties/tasks assigned by the VP, Managing Director.

WEEKLY OBJECTIVES and KEY METRICS:

• Ensures that results are measured against standards
• Analyzes and monitors internal processes

*Minimum expectations, objectives and activities are set by each Branch’s Managing Director.

TRAINING REQUIREMENTS:

• Complete all Adecco University (AU) Learning Plans

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations will be made upon request to enable individuals with disabilities to perform the essential functions.

EDUCATION & EXPERIENCE:

A Minimum of 7-10 years of experience and completion of college or university or a combination of experience and education

• Proven management experience at the Director level is mandatory.
• Experience within the staffing industry and government contracting is mandatory.
• Experience with managing, leading and motivating a team is mandatory.
• Extensive experience supporting the operational and security clearance requirements of Government of Canada clients.
• Required Security Level Clearance (must hold enhanced/reliability and be able to obtain Secret level, Top Secret and NATO levels) is considered an asset.
• Knowledge of office management responsibilities, systems and procedures is required.
• Experience with SharePoint, Bullhorn, Concur, Excel considered an asset.

SKILLS & OTHER POSITION REQUIREMENTS:

• Strong communication skills both verbal and in writing.
• Strong attention to detail, and ability to see the big picture is essential.
• Ability to work comfortably within a fast-paced corporate environment with changing priorities.
• Excellent time management skills and ability to multi-task and prioritize work.
• Ability to build strong relationships and trust within a team, managing diverse personalities.
• Ability to work independently as well as collaboratively in a positive team environment.

AKKODIS CANADA RETAINS THE RIGHT TO CHANGE OR MODIFY JOB DUTIES AT ANY TIME. THE ABOVE JOB DESCRIPTION IS NOT ALL ENCOMPASSING.NEEDS AND REQUIREMENTS MAY VARY BETWEEN LOCATIONS AND ACCORDING TO BUSINESS NECESSITY.