Office Manager
2 months ago
About Us:
Teladoc Health is the global virtual care leader, offering the only comprehensive virtual care solution spanning telehealth, expert medical, and licensed platform services. Teladoc Health serves the world's leading insurers, employers, and health systems and helps millions of people around the world resolve their healthcare needs with confidence.
Summary of Position:
The Office Manager oversees all aspects of building operations for a designated Teladoc Health office to include, but not be limited, to physical security, access control/CCTV, mail, space/seat utilization and environmental safety and health (ES&H). They use tools, technology, and operational experience to perform technical and consultative tasks associated with security system applications, access control monitoring, new installation planning and ongoing oversight and maintenance. In addition to the comprehensive oversight of office operations, encompassing health and safety protocols, business continuity strategies, and emergency response protocols, this pivotal role involves overseeing receptionist responsibilities and visitor coordination, facilitating internal communications, orchestrating both internal and external events, managing office supplies and amenities, liaising with office building landlords, and coordinating executive administration tasks, such as expense report management.
Roles and Responsibilities:
- all aspects of building operations at a designated Teladoc Health office location.
- Duties: Greet and assist all office visitors, manage calls, and manage incoming and outgoing mail distribution
- Communications: Ensure effective communication and information dissemination across the organization, particularly as it relates to Toronto Office, and All Canada employee communications
- Management: Plan and coordinate internal and external events, managing all logistical arrangements, budget, vendor selection and coordination. Support local site leaders with office-based events or projects as needed.
- Amenities and Supply Management: Maintain a productive work environment and manage office supplies and office amenities, include office and kitchen supplies
- Expense Reports: Collect and organize executive expense receipts, prepare and submit reports for reimbursement.
- Continuity Planning: Assist in the development and maintenance of a comprehensive business continuity plan to ensure office operations continue in the event of disruptions. Coordinate with department heads to identify critical functions and develop strategies for continuity.
- of maintenance and repair services for all hard and soft equipment at assigned office(s).
- Landlord Arrangements: Act as the primary contact for facility-related matters. Interface with internal stakeholders and leadership regarding facilities issues.
- Incident Management: Serve as the central coordinator for responding to emergencies or incidents within the office premises. Establish protocols for emergency response, coordinate with relevant authorities, and conduct post-incident evaluations.
- and Safety Management: Develop, implement, and maintain health and safety policies and procedures. Conduct regular inspections, provide training, and act as the primary point of contact for health and safety concerns or incidents. Coordinate site safety programs, i.e., first aid/AED training.
- daily oversight of both hard (HVAC & Air Filter Vendors) and soft services (Janitorial, Pest Control, Fire/life safety vendors) for the office.
- compliance with Teladoc Health minimum audit standards.
- discussions with selected vendors or suppliers regarding goal setting, performance criteria, and performance review.
- to source local services and goods needed to perform day to day operations through 3rd party suppliers.
- other duties as required.
- role with a daily office presence required five days a week
Qualifications :
- degree in business administration, finance, HR, or related field
- of 5 years of office management experience
- in French is strongly preferred
- knowledge of health and safety regulations and compliance requirements.
- in budget management and financial reporting
- organizational and multitasking abilities
- communication and interpersonal skills
- proficiency in MS Office Suite and office management software.
- Ability to work independently and collaboratively in a fast-paced environment.
To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Teladoc Health will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual in line with company policy.
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