Manager, Office Services

2 weeks ago

Toronto, Canada Canada Infrastructure Bank Full time

Headquartered in Toronto, the Canada Infrastructure Bank (CIB) is responsible for investing in new infrastructure projects. The CIB’s mission is to work with provincial, territorial, municipal, federal, Indigenous and private sector investor partners to transform the way infrastructure is planned, financed and delivered in Canada.

The **Manager, Office Services (14-month contract),** is responsible for the delivery of office needs including office equipment and supplies, and ongoing office and staff technology requirements. They will act as the key contact with the landlord and property management to ensure building regulatory requirement is met. They will also be responsible for facility management to ensure organizational effectiveness, efficiency and safety.

**Responsibilities**:
**Office Administration**:

- Help coordinate administrative staff schedules and training to provide clerical assistance and support the accounts payable process
- Verify/approve invoices related to IT equipment and office services
- Supervise the use of the Office Services corporate credit card and prepare monthly expense reports
- Develop administrative processes and procedures to continuously improve efficiencies and reduce cost structures
- Records management
- Organize orientation and training of all new staff members
- Manage relationships with vendors, service providers and contractors
- Manage office supplies to provide efficient and economical solutions
- Co-chair Joint Health and Safety Committee: Develop procedure to meet regulatory requirement, i.e., schedule and co-chair Committee Meetings, minutes taking, conduct inspections, prepare and file reports

**Management and Leadership**:

- Train and provide ongoing coaching to new support staff
- Manage receptionist in providing a friendly and professional front desk environment with bilingual choice of service

**Technology Support**:

- Inventory control and record keeping of all technology supplies
- Manage relationship with external IT Support to ensure the quality of service is met with CIB’s goals and values
- Onboard and offboard new and terminated employees in technology-related procedure
- Gather documents and materials for internal and external IT Audit
- Work in conjunction with the internal CIB IT team in the delivery of daily tasks

**Premises**:

- Coordinate and manage a project moving one of the CIB offices: This includes working with real estate agencies and contractors, presenting to the CFO and other stakeholders, managing project expenses, and carrying out other project-related duties as appropriate
- Act as the key contact with landlord and building management to meet building and safety codes
- Maintain the office in a safe, secure and accessible environment
- Plan and coordinate ongoing space requirement for Toronto, Montréal, Calgary, etc.
- Supervise the ongoing maintenance, renovation, deficiencies, warranties, and improvements

**Other**:

- Support departmental participation in cross-functional projects
- Perform other duties and special projects, as required

Your ideal profile
- A minimum of 3 years progressive experience in office management, administrative or executive assistant experience
- Knowledge of office management responsibilities, systems and procedures
- Well organized and able to prioritize and manage multiple tasks and projects with a sense of urgency while maintaining a high level of attention to detail
- Excellent written and verbal communication skills
- Strong organizational, problem solving and planning skills
- Advanced capabilities in all Microsoft Office products including PowerPoint, Excel, Word, Outlook
- The following will be considered an asset:_
- Workplace Health & Safety Committee Member Certification, certified by Ministry of Labour
- Experience as a member of an IT Service Desk platform
- Bilingual (English/French)
- We thank you for your interest. Only those selected for further screening or an interview will be contacted._

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