Office Manager

7 months ago

Toronto, Canada First Capital Full time

First Capital [TSX: FCR.UN] owns, operates, and develops grocery anchored open air centres in neighbourhoods with the strongest demographics in Canada. Through the expertise and collaboration of our team, we create thriving properties which generate value for businesses, investors, and our neighbourhoods. As one of the Greater Toronto Area’s top employers, we foster a vibrant culture that ensures equal opportunity and well-being for all employees in a dynamic workplace. We are proud to provide rewarding opportunities to build meaningful careers in a fun and high performing environment.

**THE ROLE**:
As Office Manager at First Capital, you will be responsible for creating a consistent and positive experience for all employees and external visitors when it comes to our physical spaces across Canada. Reporting to the Director, People & Culture, you will oversee Office Coordinators across the country, and focus on delivering world-class office services that make coming to work better than ever. This is a unique opportunity to leave a lasting impact on our employees and the organization.
- The role is a maternity leave contract position lasting approximately 12 months, with possibility of extension or permanent full-time opportunities._

**WHAT YOU WILL DO**:
Your main role is to ensure our employees, wherever they’re located, have the best possible experience they can have while at our offices:

- You will support our offices across the country with around 400 employees, while also being the on-site support for our head office with around 150 employees.
- You will have a team of Office Coordinators working with you. As the leader for this team, you will provide guidance and mentorship for people in Toronto, Scarborough, Montreal, and Calgary as well as coordinate and work with main contacts at our property offices.
- You will be the go-to person for all things office related, be it ordering office supplies, helping with onboarding a new employee, or liaising with service providers.
- You will be responsible for overseeing the corporate budgets for office management across the organization, including approval of all related invoices and monthly accrual expense review.
- You will take pride in the appearance of our offices, and notice details that others might not. You will also be the main point of contact for our third-party suppliers and service providers at our head office and help coordinate any required work, furniture maintenance, facility repairs, leasehold improvements, etc.
- You will manage office seating arrangements for business units and assign desks, phones, and other assets as necessary.
- You will also coordinate our Health & Safety, Fire Safety and First Aid Training programs for all our offices and ensure the office facilities are in compliance with safety regulations, such as local fire codes, handicap access, AODA in Ontario and any other required laws. You will participate on the Joint Health & Safety Committee as a management representative as well as participate as a Fire Warden for the Toronto Corporate Office.
- You are good at bringing people together and will help coordinate and implement office and company-wide events.
- Special Projects:_
- Just because something isn’t broken doesn’t mean there isn’t a better way to do this - isn’t that the saying? Any process related to our office management will be yours to improve.
- In the ever-changing workplace landscape, you will be a technology champion, and use the tools available to you to automate and improve the workplace experience.

**WHAT YOU BRING**:

- You have at least 5+ years as an Office Manager or similar role with experience in facility management, purchasing, supervising staff, and creating and implementing office procedures.
- Post-secondary education in Business Administration would be an asset.

**WHAT YOU NEED TO BE SUCCESSFUL**:

- You take pride in keeping a space clean and organized.
- No two days are the same, and whatever the job, you are willing to step up to the challenge and help problem solve
- You have well-developed verbal and written communication skills to effectively communicate across all levels within and outside the organization.
- Highly organized with strong attention to detail and time management skills to coordinate multiple, competing priorities and deadlines.
- Tech savvy and familiar with Zoom phone system is an asset.
- Proficient with Microsoft 365 (Word, Excel, PowerPoint, Outlook)
- Familiarity with SharePoint (as an end user) and Microsoft Teams would be beneficial.
- Must be able to work in a constantly changing environment.
- Must love to be part of a team

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