Workplace Operations Manager

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

Our Culture and Environment
Hariri Pontarini Architects is a certified Great Place to Work® and has been recognized on the 2023 Best Workplaces in Professional Services
HPA is not only committed to excellence in our beautiful projects, but we’re also committed to creating an inspiring work environment for all. With the feedback from all our amazing employees, we’re continuing to drive change and innovation to continue to improve our employee experience and culture.
At HPA, attracting and engaging employees with varied identities and perspectives is a key component of our firm’s identity. We believe in growth through diversity, value the uniqueness of voices, and invite discussion and teamwork across our differences. Our people are our strength, and their diversity is the driver of design excellence and innovation.
Hariri Pontarini Architects’ office is a spacious, creative and open work environment that reflects the firm’s design aesthetic and working process creativity, collaboration and innovation. Our studio embodies our belief that architecture has the power to elevate the human experience.
Our growing team of 150 talented people is provided with ergonomic chairs, spacious desks, cutting-edge IT tools and state-of-the-art facilities that support you in your role.
We offer great benefits such as Medical, Dental & Vision Insurance, life insurance, employee referral bonus, professional certification and dues and more.
We have annual holiday events, weekly snack afternoons, ping pong tournaments as well as softball and soccer teams

**As Workplace Operations Manager you will**:

- Work closely with the Executive Assistant, HR Coordinator/Administration Assistant, Human Resources Lead, the 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 corporate travel platform
- Responsible for office purchasing; including for staff kitchen, office stationary, office equipment and events
- Coordinate and receive supply deliveries to 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 Workplace Operations Manager reports to the Director(s) of Operations and the Senior Financial Controller

**As Workplace Operations 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-to-no supervision
- Excellent organization & planning skills, attention to detail and decision making
- Ability to maintain confidentiality and discretion with regards to sensitive information
- A diploma or a bachelor’s degree in a related

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