Office Manager

Taylor Architecture Group (TAG) is a Northern-based architecture and engineering firm with a focus on community design work, primarily for First Nation and Inuit communities throughout Northern Canada. Our head office is located in Yellowknife, Northwest Territories, with satellite offices in Whitehorse and Ottawa. Projects include mid- to large-scale civic, educational, institutional, and residential facilities, as well as smaller-scale commercial projects.

We are currently seeking an Office Manager to join our Whitehorse office. This position plays a key role in supporting the day-to-day operations of both TAG and TAG Engineering while contributing to the overall organization, culture, and efficiency of the office.

The successful candidate will oversee office administration, health and safety coordination, project administration support, employee onboarding, and general operational processes. This role requires a highly organized and proactive individual who can manage multiple priorities, maintain strong attention to detail, and work collaboratively with staff across all offices.

The Office Manager is also uniquely positioned to help foster a positive, respectful, and supportive workplace culture while contributing to continuous improvement initiatives and operational efficiencies throughout the organization.

TAG’s projects are located predominantly in remote communities across the three territories. Our team members are often involved in meaningful projects that support Northern infrastructure, housing, education, recreation, and community development. By nature of TAG’s history and context, our workplace is collaborative, social, and team-oriented, with opportunities for continued professional growth and development.

Key Responsibilities

Office Administration & Operations

• Oversee and manage the day-to-day operations of the Whitehorse office to ensure an organized, efficient, and productive work environment.
• Manage office correspondence, incoming phone calls, emails, and visitors, directing inquiries to the appropriate staff members as required.
• Coordinate office supplies, equipment, inventory, and purchasing activities.
• Maintain shared office calendars, meeting schedules, appointments, and office events.
• Prepare, review, edit, and format organizational documents, policies, procedures, and internal communications as directed.
• Liaise with building management, service providers, and office cleaning contractors to ensure office maintenance and cleanliness standards are maintained.
• Coordinate office social events and staff initiatives in collaboration with office personnel.
• Monitor staff schedules, vacation requests, sick time, and timesheet submissions.
• Perform general administrative duties including mail distribution, printing coordination, filing, shredding, and maintaining professional office conditions.
• Identify opportunities for process improvements and administrative efficiencies within office operations.

Health & Safety Administration

• Coordinate and support the administration of TAG and TAG Engineering’s COR Health and Safety Program.
• Maintain and update organizational health and safety documentation, manuals, policies, and procedures as required.
• Maintain the organizational training matrix and coordinate required safety training, certifications, and recertifications for staff.
• Coordinate office safety inspections, monthly safety meetings, safety communications, and documentation requirements.
• Participate as a worker representative on the Joint Health and Safety Committee (JHSC).
• Coordinate health and safety onboarding and orientation for new employees across the organization.
• Support ongoing health and safety initiatives, compliance activities, and continuous improvement efforts.
• Set up new projects within project management and tracking software, including project phases, staffing allocations, and budgets.
• Support Project Managers with project tracking, change order administration, document management, and coordination activities.
• Assist with development of procedures and improved utilization of project management software and administrative systems.
• Coordinate project-related travel arrangements including flights, accommodations, and vehicle rentals for TAG and TAG Engineering staff.
• Act as an administrative point of contact for staff travelling to remote project locations and communities.
• Assist with employee recruitment activities including drafting job advertisements, posting vacancies, coordinating interviews, and reviewing applications.
• Update job descriptions, offer letters, and onboarding documentation as required.
• Coordinate onboarding, orientation, and relocation support for new employees joining the Whitehorse office.

Project Administration Support

• Set up new projects within project management and tracking software, including project phases, staffing allocations, and budgets.
• Support Project Managers with project tracking, change order administration, document management, and coordination activities.
• Assist with development of procedures and improved utilization of project management software and administrative systems.
• Coordinate project-related travel arrangements including flights, accommodations, and vehicle rentals for TAG and TAG Engineering staff.
• Act as an administrative point of contact for staff travelling to remote project locations and communities.

Recruitment & Human Resources Support

• Assist with employee recruitment activities including drafting job advertisements, posting vacancies, coordinating interviews, and reviewing applications.
• Update job descriptions, offer letters, and onboarding documentation as required.
• Coordinate onboarding, orientation, and relocation support for new employees joining the Whitehorse office.
• Assist with updates to the organization’s website, staff profiles, and job postings.

About You

• Post-secondary diploma or certificate in business administration, office management, health and safety, or a related field, or an equivalent combination of education and experience.
• Minimum three (3) years of experience in office administration, operations coordination, or a similar role.
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines effectively.
• Excellent written and verbal communication skills with experience preparing professional documents, policies, procedures, and correspondence.
• Ability to work independently, exercise sound judgment, maintain confidentiality, and contribute positively within a team environment.
• Proficiency with Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint.
• Possess, or be willing to obtain, safety certifications including Principles of Health & Safety Management, COR Internal Auditor Certification, and Leadership in Safety Excellence.
• Knowledge of Yukon occupational health and safety legislation, WSCB requirements, and Certificate of Recognition (COR) programs is considered an asset.
• Experience with project management software, organizational systems, website updates, or Adobe Creative Suite (InDesign, Illustrator, Acrobat) is considered an asset.
• Valid Class 5 Driver’s License and access to a vehicle once per week is required.