Position Summary:
The Senior Manager, Administration is responsible for leading and overseeing all administrative functions across the North America (Canada and the U.S.), including the Support Centers, retail stores, warehouses, and future business expansion initiatives.
This position serves as strategic business partner to all Eastern/Western/US Support Centers, Retail Stores and Leadership teams by establishing strong administrative governance, enhancing operational effectiveness, mitigating business risks, and ensuring administrative services effectively support organizational business growth and long-term objectives.
The incumbent is also responsible for developing regional administrative strategies, driving process optimization, leading, and developing the administration team, and ensuring that all administrative functions comply with corporate policies and regulatory requirements.
Location: This position may be based in either Markham, Ontario, or Vancouver, British Columbia.
Major Responsibilities
1. Strategic Leadership & Administration Governance
- Lead the development and execution of administration strategies and align with the Company’s business objectives.
- Lead the establishment of administrative policies, standard operating procedures, and governance frameworks.
- Drive continuous improvement initiatives to enhance service quality and operational efficiency.
- Lead cost optimization and resource allocation initiatives.
- Provide strategic recommendations and decision support to senior management on administration-related matters.
2. Regional Administration Management
- Oversee all administrative functions across the North America Support Centers, retail stores, and warehouses.
- Ensure the effective operation of office services, facilities, equipment, travel arrangements, and vendor management.
- Establish service standards and key performance indicators (KPIs).
- Develop and manage the annual administration budget and operating expenses.
- Review and approve administration-related expenditure and service agreements.
3. Asset Management
- Oversee the management of company vehicles for Store support centers.
- Ensure office and facility resources are utilized effectively.
- Support future office expansion and relocation projects.
4. New Store & Business Expansion Support
- Lead administration-related planning and setup activities for new stores, new offices, and business expansion projects.
- Establish standard operating procedures for administrative support during new store openings.
- Coordinate cross-functional resources to support major business initiatives.
- Support business expansion and growth projects as required.
5. Risk Management & Compliance
- Oversee licenses and permits application process.
- Oversee insurance claims process.
- Ensure compliance with government regulations and internal policies.
- Represent and oversee the Administration function in audits and compliance reviews.
6. Vendor & Contract Management
- Establish vendor management programs and procurement strategies.
- Lead major contract negotiations and vendor performance management.
- Develop service level agreements (SLAs) and performance metrics.
- Continuously identify cost-saving and process improvement opportunities.
7. Team Leadership & Talent Development
- Lead, coach, and develop the administration team.
- Establish succession planning and talent development programs.
- Set departmental goals and performance management processes.
- Enhance employee engagement and leadership development.
- Build a high-performing and collaborative team culture.
8. Business Partnership
- Partner with other functional teams to drive company initiatives.
- Provide analysis and recommendations related to administration management.
- Lead special projects as assigned by senior management.
- Represent the Administration function in cross-functional management meetings and decision-making discussions.
Knowledge, Skills & Experience Requirements
Education
- Bachelor’s degree or above in Business Administration, Management, Finance, or a related discipline.
- An MBA or relevant professional certification is an asset.
Experience
- 8 to 10 years of progressive experience in administration management.
- At least 5 years of experience managing multi-site or regional operations.
- An MBA or relevant professional certification is an asset.
- Experience in retail, construction, or multi-location operations management is preferred.
- Excellent written and verbal communication skills in English. Proficiency in Cantonese and/or Mandarin is an asset.
Benefits
- Performance bonuses
- Long term disability insurance
- Extended health/dental/vision care
- Retirement benefit
- Life/AD&D insurance
- Paid vacation, sick, marriage, bereavement leaves
- 10% in-store staff purchase discount
- Subsidized staff meal
