Office Manager

2 months ago


Toronto, Canada Boat Rocker Media Full time

**THE ROLE**
The **Office Manager **will report into the **VP of Operations and Global Facilities** and will be responsible for** **the management of facilities, office administration, security, maintenance, and operational services of Boat Rocker’s head office to ensure it is a safe and accommodating space that meets the needs of the organization and its employees and ensures compliance with health and safety standards.

**RESPONSIBILITIES**
**Office Management**
- Maintain and update operations and office management files on SharePoint.
- Purchase supplies and materials tracking supplier invoices through approval to payment.
- Manage office expenditures, track office expenses for office purchases.
- Manage office credit card purchases and invoices and reconcile monthly statements.
- Assist with administrative tasks for IT, HR and Finance departments as needed.
- Manage the Joint Health and Safety Committee, ensuring that the facility meets the provincial Environmental Health and Safety Standards.
- Manage security systems at the corporate office including administration of Fobs/Security cards.
- Oversee and maintain office equipment for uninterrupted function.
- Manage phone system and intercom systems.
- Manage Master Key Box; maintain and update key list and manage key inventory and sign-outs assuring that keys are returned once signed out.
- Assist with new hire onboarding office orientation tour, security system demo, fire safety.
- Provide back-up coverage for Front Office Coordinator when required.

**Facilities Management**
- Maintenance and upkeep of all physical aspects of Toronto office building. Including:

- Monitor and maintain general condition and cleanliness of the office and the following: lighting, HVAC, security systems, fire systems, thermostats, fixtures and furniture, décor, physical building structure such as floors walls and ceilings, doors and windows, washrooms, faucets, garbage and recycling programs, janitorial, pest control, appliances, printer equipment, and office signage.
- Act as main point of contact vendors/trades/services and all other divisions of company within the office.
- Manage external vendors to complete work as required in accordance with contracts, corporate policies, legislated requirements, and within the approved budget to meet business needs, replacing vendors when necessary, holding vendors accountable, addressing issues when they arise.
- Complete regular building inspections to manage building issues and ensure compliance with fire safety and building codes.
- Act as Emergency Security Contact for the building.
- Act as point of contact for Fire Systems.
- Receiving and storing of office goods and supplies.
- Responsible for building asset management, including furniture and fixtures.
- Event Support, including setup and tear down of space based on the event needs, assisting with purchasing of supplies and distribution of event materials, prizes, taxi chits.

**QUALIFICATIONS**
- 3-5 years of experience in office and facilities management.
- Organized and detail-oriented.
- Strong organizational and communication skills.
- Ability to perform physical aspects of the role, including walking, lifting up to 50 lbs, bending, etc.
- Ability to handle and prioritize a complex and varied workload.
- Proficient with MS Office Suite.
- Self-motivated, takes initiative, proven problem-solving skills.


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