Office Operations Specialist
4 weeks ago
**OFFICE OPERATIONS SPECIALIST**
**(FULL-TIME 12-MONTH CONTRACT OPPORTUNITY)**
**WHO WE ARE**
Toronto Global is a government-funded not-for-profit investment attraction agency that supports the expansion of international businesses to the Toronto Region. We actively promote the competitive advantages of the Toronto Region as an ideal business location and assist companies by sharing market intelligence and facilitating local connections that inform decision-making and encourages the establishment of operations in the region.
**OUR PEOPLE, PERKS, AND CULTURE**
We’re an enthusiastic team of smart, passionate professionals. Our culture is built on making sure individual team members can contribute to something greater, whether that includes having a voice on one of our internal task forces or getting involved in team social or business events to fuel your professional development. Interested in health, self-care, and planning for the future? We’ve got you covered In addition to a competitive base salary, this opportunity includes access to comprehensive health benefits, an enhanced employee assistance plan (EAP), and an opportunity to participate in our OMERS pension.
Our newly refreshed downtown office is by St. Andrew’s subway station (a 5-minute walk to Union Station) and is located in the heart of local arts, culture, restaurants, sporting events, and urban park space. We love driving the growth of the Greater Toronto Region through our work and do it proudly. We are high achievers, but this doesn’t interfere with our sense of humour, endless curiosity, and our desire to have fun
***
Reporting to the Senior Manager, People & Culture, the **Office Operations Specialist **is energetic and propelled to innovate You will have the opportunity to help define and deliver the client experience through our new client concierge program while ensuring the regular activities in the office are running smoothly. This position is often the first point of contact for VIPs, including public officials, our Board of Directors, and clients from around the world, so a high level of enthusiasm, professionalism, and a knack for providing exceptional service is crucial. In addition to overseeing client concierge services and front desk, you will handle business operations/facilities matters, and provide general administrative support to enable the organization to thrive.
**KEY RESPONSIBILITIES**
- Client Concierge Services & Front Desk_
- Champions the art of first impressions for visiting clients and guests
- Takes initiative to create a welcoming office environment that is clean, comfortable, functional, and safe
- Supports the development and roll-out of new client concierge program, including maintaining schedule of upcoming events, keeping current listing of hotels, restaurants, rental spaces, and transportation, in addition to coordinating priority airport arrival process for client visits
- Prepares board/meeting rooms for client visits, Board/Committee meetings, and other events including coordination of catering, refreshments, supplies, room set-up, and AV requirements
- Oversees incoming and outgoing couriers, deliveries, and mail
- Office/Facilities Management_
- Liaises with property management (Oxford) to ensure Toronto Global’s physical office, security, facilities, and parking needs are met
- Provides basic technical troubleshooting for boardroom AV, cell phones, printer/toner replacement, etc.
- Liaises with 3rd party IT support company to coordinate installation/configuration of equipment and software, schedule on-site service visits, and manage account licenses
- Acts as main point of contact for staff, contractors, and vendors regarding office equipment, corporate cell phone account, office supplies, appliances, and other assets
- Identifies safety, hygienic, and aesthetic issues in the office and makes appropriate service calls as needed (i.e., electrical, HVAC, leaks, cleaning, etc.)
- Keeps kitchen clean, tidy, and well-stocked (i.e., making coffee, emptying dishwasher, ordering supplies)
- Works with Sr. Manager, People & Culture to coordinate office renovations, upgrades, & space planning
- General Administration_
- Helps facilitate new hire onboarding by issuing access cards, coordinating IT equipment/cell phone deployment, and providing overview/tour of office equipment and facilities
- Supports Finance team with Accounts Payable, including invoice processing, reconciliation, document digitization, and file storage
- Helps to coordinate and organize the logistics for staff events, staff meetings, and training sessions
- Maintains tracking and/or inventory of key log, IT equipment, parking passes, corporate subscriptions, and manages other corporate lists
- Regularly updates Toronto Global directories and staff contact list on SharePoint
- Prints and prepares meeting materials, documents, and reports, as requested
**DESIRED SKILLS & EXPERIENCE**
- Post-secondary degree or diploma in a
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