IT Manager
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Location: Vancouver, BC
COMPANY SUMMARY
PRIME Strategies Inc. is an incentive travel, conference planning and event management company and serves a global clientele. PRIME offers a full range of event management services. Over 75 programs are planned and executed each year.
ROLE SUMMARY
The IT Manager is a “hands-on role” responsible for managing and developing the efficient functionality of PRIME’s on-line registration systems, computer servers, e-mail and web-services, client desktop machines, printing, internet and internal connectivity, redundancy and other related equipment.
The position also oversees effective IT policies, processes and software that support the efficient and effective operation of the PRIME offices and employees, including technical support to employees both in the office and when traveling onsite to client events. This is a systems manager role and while it will have support resources from time-to-time, it is primarily a “hands-on” vs. “managing others to get the work done” scenario.
REPORTING RELATIONSHIPS
The IT Manager reports directly to the President, but will have operational obligations to other leaders in the company, including the Director of Operations and the CFO.
CONFIDENTIALITY
In fulfilling the responsibilities of this position, the employee deals with matters and information of a sensitive and confidential nature such as salaries, proprietary, and private data, passwords, budgets and negotiated agreements. It is a requirement of the position that the incumbent maintains strict confidentiality in dealing with such matters and information.
ROLE RESPONSIBILITIES
•Develop On-line Registration Databases in FileMaker Pro 9 including the need to interface with on-line Cascading Style Sheets via PHP. Must be fluent in both PHP and FM9.
•Fine-tune current FileMaker Structure to ensure optimized performance and continue to be positioned at the forefront of functionality for this system (or subsequent ones).
•Manage the assignment, connectivity and tracking of computers, monitors, keyboards, mice, laptops, Blackberries (or similar) and all other personal technology equipment
•Maintain X-Serve (project server) and FileMaker servers, procedures, passwords, risk management and back-ups
•Develop, implement, and maintain an Apple Mail or Similar Mail Server to manage e-mail, contacts and scheduling of company meetings, including the regular maintenance of SPAM filters
•Develop, implement, and maintain VPN-style connectivity for secure, password protected access to data on servers
•Develop, maintain and continually improve IT redundancy/back-ups
•Setup, maintain, and support for hardware and application program (software) issues with staff/ individual workstations for users
•Maintain black & white and colour printers
•Coordinate on-site equipment requirements with Operations teams
•Coordinate and document procedures, together with assistance of Director of Operations, for hardware and application program training for staff
•Maintain internet connectivity, firewalls, spam filters, virus protection and security
•Organization, maintenance and cleanliness of all IT equipment, connections and facilities
•Ensure the maintenance, security and inventory control of laptops, LCD projectors, routers, cables, jump and back-up drives, software, on-site printers, related supplies & carrying cases
•Develop and maintain procedures for operating computer workstations (including employee procedures and guidelines for file back-ups)
•Ensure the maintenance, security and inventory control of all individual workstations
•Strategically review IT options for PRIME and make recommendations for implementation and usage
•Understand and maintain airline reservations hardware and software (e.g. Galileo)
•Develop and manage an IT plan for the company that anticipates scalable growth
•Develop processes and systems for managing and transporting PRIME technology
WORK CONDITIONS
•Delivering to Client driven Deadlines is imperative
•Overtime will be required from time to time due to the nature and seasonal demand of events
•Flexibility is required in this position to be able to respond to tasks as they arise in any area of the organization. The nature of the events business is such that plans and demands can change rapidly. In order to respond to these changes, it is incumbent on all staff to expect to be redeployed quickly and assigned tasks on an ad hoc basis to ensure the success of every program which PRIME delivers.
SKILLS, EXPERIENCE, QUALIFICATIONS & VALUES REQUIRED
Skills & Knowledge
Ideal candidate will possess
•Macintosh and PC computer & network systems knowledge
•Advanced competency in FileMaker Pro 9.0 including Server set-up, MS Office, and basic QuickBooks Pro, OS-X servers, E-mail/scheduling software, Internet Browser skills
•Basic knowledge Galileo and airline reservation software an asset
•Basic knowledge of desktop publishing programs e.g. Adobe InDesign, Photoshop, Acrobat
•Ability to multi-task and prioritize work to deliver reliably on a number of concurrent program elements/tasks
•Strong interpersonal and communication skills (both written and verbal)
•Leadership skills
•Ability to handle and resolve recurring problems
•Strong organizational skills and the ability to set-up and maintain well-organized files and records; to retrieve information as requested in an efficient manner
Experience
•3-6 years recent experience as FileMaker Programmer – ideally programming on-line registration systems with web interface
•3-6 years recent experience as 1st level IT support
•Supervisory/Leadership experience an asset
•Understanding of the Incentive, Meetings and Event Industry, Website development and Registration systems is an asset
Qualifications
•IT/certified programmer diploma or degree preferred
Values
•“Can Do” Customer Service Attitude
•Personal Accountability
•Discretion and Confidentiality
•Professional Excellence
•Team player
•Attention to detail
•Proactive approach
EXPECTATIONS
Short-term by end of Q4: make easy-to-implement changes to address IT System deficiencies, including:
•Implement an E-mail Server to fully manage e-mail, address book and scheduling functions for the entire office – to be accessible both in and out of the office.
•Review and improve the System set-up to ensure that it is sound, including redundancy and security planning.
•Assist with the full-implementation of FileMaker Pro 9 client and server units and work with FM Pro programmer to ensure this is done ASAP. Troubleshoot this process.
•Work with client users to ensure individual machines are set-up effectively and match our System requirements.
Mid-term (by end of Q1-08): continue with changes to address IT System efficiency and address Training needs:
•Work with client users to ensure individuals are trained to utilize equipment and software effectively.
•Work with our Director of Operations, our CFO and our CEO to map and review our overall Company processes and brainstorm/offer ideas and solutions to implement technology to improve processes while considering several perspectives: ease of System usage and training to support any new implementation; driving effective efficiency (ie. limit duplication of tasks, manual entry and manipulation, etc.); cost and value/benefit to the organization.
•Continue to improve the IT System
•Review opportunities to integrate Meeting and Event Industry Software to our system with Director of Operations and the CEO. Service today’s needs as well as anticipated growth
over the course of the next 3 to 5 years.
Long-term (by end of Year 1):
•Implement Meeting and Event Industry Software to our system as deemed appropriate.
•Continue to improve the IT System
•Continue Training and Upgrading of Skills of individual users on the IT System
•Start to familiarize with IT solutions in the industry, review and recommend how we may be able to implement for PRIME’s benefit.
•Continue to review the Process of work through the company and to improve
•Carefully consider and be dedicated to add to the IT System as is necessary to support
our ongoing growth.
If you believe that you would be a great addition to the PRIME team please send your resume and cover letter to careers@primestrategies.ca attention Director of HR by Friday, April 25, 2008.
Subject Line: IT Manager
Thank you for your interest in working at PRIME Strategies Inc.