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Site Office Manager

2 months ago

Ontario Canada, Canada Cpl Life Sciences US Full time

Position Overview:

The Site Office Manager is responsible for overseeing and coordinating the smooth operation of the office, ensuring that all necessary resources and support systems are in place for staff to effectively and safely carry out their responsibilities. This role involves close collaboration with various departments, including HR, Facilities, IT, EHS, Accounting, and Communications, to support office activities and project completion.



Primary Responsibilities:

  • Key Stakeholder Support: Provide direct support to the Site Head and assist with office-related projects as needed.
  • Vendor Management: Manage relationships with vendors, service providers, and the landlord. Facilitate vendor onboarding, including agreement signing and ensuring invoices are processed.
  • Meeting Coordination: Attend meetings at the management team's request, take minutes, and distribute them to relevant stakeholders.
  • Health & Safety Compliance: In collaboration with the EHS group, regularly review and update health and safety policies. Ensure compliance and act as the office's First Aid & Fire Safety representative.
  • Facilities Management: Oversee office space management, including layout adjustments and refurbishments. Ensure a conducive work environment and support employees with remote work needs by sourcing necessary equipment and furniture.
  • Office Supplies Management: Coordinate the ordering and management of office supplies, maintain inventories, and handle payments using the office credit card.
  • Courier Services: Organize and manage courier services as required.
  • Onboarding & Offboarding: Support the induction process for new employees, ensure equipment is provided, and manage the return of equipment from departing staff.
  • IT Support: Liaise with the IT department to address office-related technical needs.
  • Administrative Tasks: Maintain and organize data in spreadsheets, generate reports, manage paperwork, and perform other administrative duties as needed.
  • Record Management: Establish and manage procedures for the retention, protection, retrieval, transfer, and disposal of records.
  • Reception Duties: Handle reception responsibilities as needed.
  • Travel & Expenses: Assist with travel arrangements and expense submissions.
  • Additional Support: Provide various other support duties as required.


Qualifications & Experience:

  • A university degree with 4-5 years of experience in a similar role is required; relevant experience may be considered in place of formal education.
  • Proficiency in English is essential.
  • The candidate must be self-motivated, able to work with minimal supervision, and capable of handling multiple tasks and priorities simultaneously.
  • Key skills include dealing with ambiguity, proactive problem-solving, and the ability to approach issues from different perspectives.
  • Technical skills in computer and phone systems (e.g., iPhone, MS PowerPoint, Outlook, Excel, Word, SharePoint, Teams, etc.) are required.