Office Administrator

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Position Summary:

The Office Administrator provides comprehensive administrative support, enabling the Senior Leadership Team (SLT) to focus on critical business matters. They optimize efficiency by proactively managing schedules, anticipating needs, resolving conflicts, prioritizing tasks, and effectively project managing strategic initiatives on behalf of the SLT.  The role is the first face-to-face contact that visitors have with the Office and as such needs to present a positive image of the Company, through the provision of a friendly greeting and an efficient service.   This role is responsible for overseeing the daily operations of the company’s office.

Position Responsibilities may include, but not limited to:

Office Administration

• Organize and manage external maintenance company relationship to ensure office space is well maintained, safe and shared equipment is serviced as required
• Assist and support the coordination of large company events, e.g. Supplier Symposium and Road to World Class
• Support Employee Engagement Committee (EEC) with booking activities, coordinating events (e.g. pizza lunch, bowling nights) for the Head office
• Support the Communication team to ensure appropriate stakeholders receive company communication
• Organizes information in advance and consolidates meeting notes for follow-up actions for accountable owners, to ensure next steps are completed in a timely manner (e.g. pre-reads and action logs)
• Prioritize work efficiently to ensure smooth running of the office on a day-to-day basis, including identifying opportunities to improve administrative procedures and taking the initiative to suggest ways of working more efficiently
• Open, sort, and distribute incoming correspondence. Ensure internal & external mail and deliveries are administered to relevant departments
• Greet all visitors to the Head Office and ensure they have the appropriate passes to access the building during their visit

Executive Assistant

• Provide high-level support including advanced, diversified, and confidential administrative duties, organizing meetings, minute-taking and producing complex documentation in a timely manner
• Drafts correspondence in relation to standard requests, manages coordination of executive calendars, manages travel reservations, and performs expense reconciliation, etc.
• Proactively anticipate issues and take preventive measures, such as adjusting travel arrangements or resolving scheduling conflicts, without explicit direction
• Responsible for the Senior Leadership Team’s calendars including coordinating complex travel arrangements, scheduling reoccurring routine meetings, planning and preparations of events, working in collaboration with stakeholders including global stakeholders and the Customer
• Draft communications, presentation decks and other confidential material on the President’s and other SLT members’ behalf, as appropriate. Identify and bring crucial issues to the SLT’s attention
• Ensure the operations follow all Safe Food for Canadians Regulations (SFCR), Global Food Safety Initiative (GFSI) and Good Warehouse Practices (GWP)/Good Drivers Practices (GDP) for transport rules and regulations
• Other projects or duties as assigned

Required Skills and Experience:

• College diploma in business administration, office administration or another related field.
• High School Diploma
• 3+ years administrative or assistant-like experience
• 3+ years’ experience assisting a high-level executive
• Must exercise independent judgement and make appropriate decisions with limited supervision.
• Able to work well with all levels of management
• Tech-Savvy: Comfortable learning and being self-sufficient with new technologies
• Must demonstrate ability to think creatively, be proactive, take initiative, solve problems, and take a broad perspective
• Must demonstrate high levels of professionalism, maintain confidentiality, and establish strong business integrity is paramount
• Must possess strong organizational and multi-tasking skills; must have ability to prioritize appropriately and pivot where necessary
• Excellent verbal and written communication skills
• Advanced proficiency in Microsoft Office, especially in PowerPoint, Word & Excel
• This position must pass a post-offer background check

Physical Demands and Work Environment :

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Due to the nature of our business in regard to such things as delivery schedules, order inputs, selection, and Department of Transportation Hours of Service, overtime, attendance and punctuality are essential job functions.  Should an individual in this classification not be able to adhere to this requirement due to a disability, they should contact their Human Resources department to see what, if any, reasonable accommodation may be made.

• Ensure the operations follow all Safe Food for Canadians Regulations (SFCR), Global Food Safety Initiative (GFSI) and Good Warehouse Practices (GWP)/Good Drivers Practices (GDP) for transport rules and regulations.

Martin Brower is an innovative global supply chain solutions leader providing end-to-end solutions for restaurant chains across 19 countries. Our 11,000+ team members rely on our more than six decades of experience combining their expertise with the latest technologies. With the right tools, information and support, we equip our customers to run great restaurants and our team members to build great careers.

Accessibility

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Due to the nature of our business in regard to such things as delivery schedules, order inputs, selection, and Hours of Service, overtime, attendance and punctuality are essential job functions.  Should an individual in this classification not be able to adhere to this requirement due to a disability, they should contact their Human Resources department to see what, if any, reasonable accommodation may be made.

At Martin Brower of Canada we embrace the unique abilities, experiences, and cultural backgrounds each individual brings to our team. We are committed to treating everyone fairly and provide opportunities to succeed. We are Stronger Together.

Martin-Brower of Canada Co. is an equal opportunity employer

CALIFORNIA CONSUMER PRIVACY ACT NOTICE TO EMPLOYEES

Reyes Holdings, L.L.C. and its U.S. affiliates (collectively, “Reyes,” “we” or “our”) is providing the following details regarding our collection, use, retention and disclosure of personal information about California residents who are Reyes employees, independent contractors, job applicants, owners, directors or officers (and their emergency contacts and recipients of employment benefits) (“Personal Information”).

We supply this information consistent with the California Consumer Privacy Act of 2018 (“ CCPA ”).

Please provide this notice to your emergency contacts and recipients of employment benefits by providing them with the link to this notice.

We may collect the following categories of Personal Information:

• A. Identifiers, such as name, contact information, online identifiers and Social Security numbers and other government-issued ID numbers;
• B. Personal information, as defined in the California customer records law, such as name, contact information, education information, employment history, financial information and medical and medical insurance information;
• C. Characteristics of protected classifications under California or federal law, such as sex, age, race, religion, national origin, disability, medical conditions and information, citizenship, immigration status, request for leave and marital status;
• D. Biometric information, such as fingerprints;
• E. Internet or network activity information, such as browsing history and interactions with our and other websites and systems;
• F. Geolocation data, such as device location, vehicle location and IP location;
• G. Audio, electronic, visual, and similar information, such as photographs or audio or video recordings created in connection with our business activities;
• H. Professional or employment-related information, such as work history, prior employer, information relating to references, details of qualifications, skills and experience, human resources data, and data necessary for benefits and related administration services, such as retirement, health, and other benefit programs, services, and products to which you and your dependents and beneficiaries receive access through us;
• I. Education information subject to the federal Family Educational Rights and Privacy Act;
• J. Inferences drawn from any of the Personal Information listed above to create a profile or summary about, for example, an individual’s preferences and characteristics.

We use this Personal Information for the purposes of operating, managing, and maintaining our business, managing our workforce, and accomplishing our business purposes and objectives, including, for example, using Personal Information to:

• Manage workforce activities and personnel generally, including for recruitment, background screening, performance management, career development, payments administration, employee training, leaves and promotions;
• Administer hiring, promotion, and discipline;
• Provide an efficient means for personnel to obtain the contact information of their colleagues so they may contact them;
• Manage payroll, wages, tax forms and filing, expense reimbursements, and other awards such as stock options, stock grants and bonuses, and provide healthcare, pensions, savings plans and other benefits;
• Calculate insurance and other employee benefits;
• Monitor personal investments to comply with SEC insider trading regulations;
• Notify family members in case of an emergency;
• Maintain and secure our facilities, equipment, systems, and infrastructure;
• Undertake quality and safety assurance measures, protect the health and safety of our workforce and others, and conduct risk and security control and monitoring;
• Determine and monitor compliance with worldwide training and other policies;
• Conduct research, analytics, and data analysis to assist in planning succession and to ensure business continuity, as well as to design employee retention programs and diversity initiatives;
• Perform identity verification, accounting, audit, and other internal functions, such as internal investigations;
• Monitor use of IT infrastructure, internet access, and electronic communication for unauthorized, unlawful, or inappropriate use;
• Record phone calls for training, quality assurance, and legal compliance purposes;
• Operate and manage IT and communications systems and facilities, allocate company assets and human resources, and undertake strategic planning and project management;
• Obtain legal advice and establish, exercise or defend legal rights, and act on collection and discovery requests in the context of litigation, government investigations or regulatory audits or inquiries; and
• Comply with law, legal process, investigations, internal policies and other requirements such as income tax deductions, monitoring, record-keeping and reporting obligations.

Changes to this CCPA Notice

We may change or update this CCPA Notice from time to time. When we do, we will post the revised CCPA Notice on this web page with a new “Last Updated” date.