Office Manager

1 month ago

Toronto, Canada Hariri Pontarini Architects Full time

_**Join our office admin team and help us keep the wheels turning In this role, you'll be part of the heart and soul of the company, ensuring that everything runs smoothly, from organizing events to keeping our office running like a well-oiled machine.**_

Hariri Pontarini Architects is a 150-person studio that believes architecture can elevate the human experience. The firm is made up of the very best talent who are committed to crafting buildings that harness the transformational power of design and placemaking to achieve our client’s vision, respond functionally to users’ needs, and, most importantly, lift the spirits and hearts of those who interact with our space.

If this sounds like you, we’d love to meet you

**As an Office Manager, you will**:

- Work closely with the Executive Assistant, HR Coordinator/Administration Assistant, Human Resources Lead, Accounting team, and Directors of Operations to support day-to-day office operations
- Together with the Human Resources Lead, supervise the HR Coordinator/Administration Assistant and coordinate their workload to support administrative operations
- Oversee general tidiness and presentation of the studio
- Receive and process incoming mail such as invoices and statements for Accounting
- Assist Accounting with coordinating payments to vendors as needed
- Manage office service providers and vendors; assess, negotiate and maintain contracts; coordinate service scope and schedules; and oversee service quality
- Maintain security access card database and inventory of security equipment (FOBs)
- Maintain workstation seating chart, coordinate workstation relocations or new assignments
- Perform administrative tasks related to onboarding and offboarding employees
- Coordinate incoming and outgoing domestic and international shipments
- Assist with coordinating business travel on the corporate travel platform
- Responsible for office purchasing, including for staff kitchen, office stationary, office equipment and events
- Coordinate and receive supply deliveries to the loading dock as required (must be comfortable operating freight elevator with some light-medium lifting required)
- Own general office and kitchen maintenance, coordinate repairs or installations as needed to facilities or equipment
- Assist Executive Assistant and Administration Assistant with setting up catering and refreshments for meetings, as required
- Point of contact for landlord and building property management; manage relationship on behalf of the company, coordinate facilities maintenance and escalate decisions to senior management accordingly
- Receive and maintain First Aid certification; maintain first aid kits and AED equipment
- Plan and execute office social events and occasionally client-facing special events; create and manage event budgets, coordinate vendor contracts and handle event logistics
- Perform ad-hoc duties as required
- The Office Manager reports to the Director(s) of Operations and the Senior Financial Controller

**As an Office Manager, you have**:

- 5+ years of experience in an Administration Manager or Office Manager role
- Experience in customer service/client relations role a plus
- Proficiency in MS Office Suite and Adobe Acrobat
- Demonstrated ability to meet deadlines in a fast-paced, quickly changing environment
- Demonstrated ability to manage frequent interruptions
- A proactive approach to problem-solving
- Ability to travel around the GTA for occasional errands (company transportation will be provided)
- Ability to work independently and excel with little supervision
- Excellent organization & planning skills, attention to detail and decision-making
- Ability to maintain confidentiality and discretion with regard to sensitive information
- A diploma or a bachelor’s degree in a related field

**Our Culture and Environment**

At HPA, we believe that our people are our greatest asset. We understand that embracing diversity and promoting inclusivity is essential to fostering an innovative, collaborative workforce. This commitment to our employees and their well-being is one of the driving forces behind our company's continued success.

We are thrilled to have been awarded the prestigious **"Great Place to Work"** certification for 2022 and 2023 in Canada. We were recognized as one of the "Best Workplaces" in professional services in 2023. We continue to look for opportunities to improve our work culture and optimize the experience and well-being of our employees.

Our studio is a beautifully designed, spacious open environment that encourages creativity, collaboration, and innovation.

Our core working hours are Monday through Friday, 9:00 - 6:00. However, we do offer a hybrid and flexible work environment.

We offer great benefits such as medical, dental, and vision insurance, life insurance, employee referral bonuses, professional certification dues, and more.

We have annual holiday events, ski days, weekly snack afternoons, ping pong tourn

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