Office Operations Lead

1 week ago

Gatineau, Quebec, Canada Nestlé SA Full time
Job title: Office Operations and Facilities Lead

Hybrid

A little bit about us

Nestlé Nespresso SA is the pioneer and reference for highest-quality portioned coffee. The company works with more than 120,000 farmers in 15 countries through its AAA Sustainable Quality Program to embed sustainability practices on farms and the surrounding landscapes. Launched in 2003 in collaboration with the NGO Rainforest Alliance, the program helps to improve the yield and quality of harvests, ensuring a sustainable supply of high-quality coffee and improving livelihoods of farmers and their communities.

In 2022, Nespresso has achieved B Corp certification - joining an international movement of 4,900 purpose-led businesses that meet B Corp's high standards of social and environmental responsibility and transparency.

Headquartered in Vevey, Switzerland, Nespresso operates in 81 countries and has over 13,000 employees. In 2021, it operated a global retail network of 802 boutiques. For more information, visit the Nespresso corporate website: www.nestle-nespresso.com

What to Expect

We are looking for an Office Operations and Facilities Lead based at our Montreal Head Office. This position is responsible for the management of facilities of the Montreal Head office site and distribution center with support to all business teams. Focus is to ensure the organization has the most suitable and safe working environment for its employees and their activities at the most effective cost.

A day in the life of an Office Operations and Facilities Lead

Office and Facility General Administration and Management

- Ensure overall building safety and facility maintenance employees at Head Office. Management of Warehouse Lease and facility maintenance which is operated by our 3PL.
- Manages general office inquiries and issues (supplies, meeting room/desk locations, IT and office equipment deliveries, meeting room bookings for Nespresso employees who don't have access, space odors, temperature comfort control, out of order amenities-washroom, kitchen appliances, parking, badges, welcome packs, mail room, and reception).
- Main point of contact for Landlord operations and maintenance related matters (Head office and Warehouse Montreal).

Manage Reception and Academy meeting requirements, Maintenance & Repair

- Main point of contact for all facility contractors, service vendors, utility providers.
- Assess and address necessary repairs with maintenance resources, preventative maintenance contracts and scheduling, and 3rd party contractors as required in order to maintain office environment and equipment in good working condition.
- Respond appropriately to all emergencies or urgent issues as they arise (i.e.: water leaks/damage, smell of gas, electrical problems, equipment issues, plumbing issues).

Health and Safety/ Security / Environmental Management and compliance

- Works closely with Health & Safety teams to ensure policy/ initiatives are in place for their respective site, including participation on Health & Safety committee for Head office.
- First point of contact for all site related security ALARM issues (i.e.: intrusion, glass break, heat sensor in server room) and site Business Continuity Plans.
- Liaise with Landlord, building security during emergency evacuations led by Security team.
- Oversee office badges access administration for all office employees.
- Responsible for managing security services as well as managing the security access systems.
- Responsible for monthly / annual Environmental, Social and Governance (ESG) measures for Water, Waste, Energy for head office reporting.

Budget / Cost Savings Initiatives and Reporting / Audit Compliance

- Be accountable and efficiently manage monthly budget and financial forecast.
- Responsible for annual budget, monthly Discount Factors estimates (DF), Accruals with Finance team.
- Works closely with Procurement to drive strategic sourcing and Request for proposal (RFP) processes, ensures Source to Pay / procurement compliance for vendor contracts/ Competitive bidding/ Leads business requirements discussion.

Leadership and People Management

- Create the context: Establish appropriate organization, lead by example, promote an open culture and our values in a sustainable way. (Sustain the change).
- Select talent: recruit and on-board people and plan capabilities for the future.
- Develop people: coach, define effective (70-20-10) development plan and assess talent, building the right capabilities for the team and for the organization long-term success (succession plan).
- Drive performance: empower and enable people, give and receive feedback, evaluate and differentiate performance, constantly challenge the set-up organization to ensure its results and effectiveness.

Role Requirements

- Bilingualism in English and French language skills are a requirement, as this position requires collaboration with stakeholders across the Canadian market and/or worldwide.
- Bachelor's Degree, preferable in Business Administration or equivalent combination of education and experience.
- 5-10 years at Office / Facilities Operations Management with a busy commercial environment supporting staff and project.
- Strong knowledge of Microsoft Office- more specifically PowerPoint (advanced), Word and Outlook (advanced).
- Experience in modular furniture layout, acquisition, installation, and project management.
- Technical: Must possess a general working knowledge of electrical, HVAC, plumbing, carpentry, mechanical systems, and architectural drawings.

What you need to know

We will be considering applicants as they apply, so please don't delay in submitting your application.

Nestlé Canada is an equal-opportunity employer committed to diversity, equity, inclusion, and accessibility. We welcome qualified applicants to bring their diverse and unique experiences as a result of their education, perspectives, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran's status, colour, religion, disability, sexual orientation and beliefs.

If you are selected to participate in the recruitment process, please inform Human Resources of any accommodations you may require. Nestlé will work with you in an effort to ensure that you are able to fully participate in the process.

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