Office Manager

Description

The Office Manager will oversee the day-to-day duties of the Office Services team and will be responsible for the following.

Responsibilities

• Office Services Management: Develop and maintain effective Office Services procedures, fostering positive working relationships within the Office Services team and any Temporary/Contract staff. Support a safe, clean, and well-maintained office environment in collaboration with the Office Services team.
• Assist the Regional Office Manager with day-to-day supervision of the Office Services Team, including scheduling, task allocation, and problem-solving. Participate in yearly review processes to gain insights into best practices.
• Budgeting and Invoice Management: manage the preparation of the Office Services budget and track spending. Input and approve all invoices related to office operations, including Workday and Yardi processing, as well as managing Office Services Petty Cash.
• Space Planning and Allocation: Act as the primary point of contact for space planning and allocation, managing seat assignments and coordinating moves, reorganizations, and floor plan updates. Oversee data input into QuadReal’s space application for accurate tracking.
• Project Management Support: Manage the office layout or furniture changes by working closely with consultants, contractors, building management, and IT to ensure smooth project completion.
• Vendor and Facilities Coordination: Manage relationships with vendors providing office services, including janitorial, plant maintenance, coffee providers, and catering. Work with Property Management on base building repairs, cleaning, and access card updates.
• Customer Service and Office Appearance: Address customer inquiries and concerns following company procedures, ensuring feedback is directed to the appropriate manager for follow-up. Proactively monitor the appearance and functionality of office space, especially client-facing areas, and arrange for any necessary repairs or upgrades.
• Supply Management: Oversee the ordering of office, kitchen, and coffee supplies, ensuring all equipment is in working order, and coordinate repairs as needed.
• Records and File Management: Oversee off-site records storage, including bi-annual destruction in line with retention policy, and manage lease filing support as needed. Schedule and coordinate Reception relief for lunch, breaks, and absences.
• Employee and Culture: Support new employee onboarding and provide general support for existing employees. Contribute to a positive office culture by engaging with the local culture committee and team leads.
• Special Events: oversee event planning and coordination, supporting team building and company events as needed.
• Continuous Improvement: Strive for best practices across Canadian corporate offices by participating in regular Office Manager meetings to discuss improvements, open communication, and knowledge sharing.
• Other related tasks as required.

Qualifications

• High School diploma supplemented with post-secondary courses. 5 years related experience.
• Relationship Skills - Ability to communicate effectively and professionally, both oral and written; ability to develop and sustain cooperative, positive working relationships.
• Organizational/Multi-Task Skills - Ability to allocate one’s time effectively, work well under pressure and manage deadlines; ability to handle multiple demands and completing priorities, and adapt to new ideas and constant changes.
• Computer Skills - Strong skills in Microsoft Teams, Outlook, Word, Excel, Power Point and Publisher. Knowledge of AutoCAD LT would be preferred

The actual salary offered will take into consideration a wide array of factors including, but not limited to, the individual’s skill, experience, education and training, the market compensation of the role, and the consideration to internal equity.

QuadReal offers a competitive total rewards package in addition to the base pay, which includes a performance-based incentive plan, comprehensive health & dental benefits, a defined contribution pension plan and paid time off.

QuadReal Property Group will provide reasonable accommodation at any time throughout the hiring process for applicants with disabilities or for those needing job postings in an alternate format. If you require accommodation, please advise the Talent Acquisition team member you are working with and include the following: Job posting #, your name and your preferred method of contact.

Want to learn about our end-to-end recruitment process? Click this link for a short video that will take you through each step, so you’ll know exactly what to expect.

Similar Jobs