Senior Manager, Facilities and Office Services
4 days ago
Lead the Operational Excellence of Our Facilities and Office Services
At Stikeman Elliott, we are seeking a highly skilled Senior Manager, Facilities and Office Services to join our team. As a key member of our operations team, you will be responsible for ensuring seamless workflows, top-tier service standards, and a secure, well-managed environment for all.
Key Responsibilities:
Operations, Procurement & Management of Facilities:
- Manage and schedule day-to-day workflow for Facilities, Mailroom and Print Centre staff, ensuring optimal staff utilization and high service standards.
- Serve as the key relationship manager with Landlord and related trades persons on all matters related to the physical space, including security, electrical, lighting, HVAC, plumbing to ensure premises are operational 24/7.
- Manage building security and emergency/life safety protocols, including planning and delivery of routine training sessions for firm floor warden teams to ensure effective response during emergency evacuation drills.
- Manage service vendors contracts ensuring terms and obligation are met (e.g., shredding, carpet care, courier service providers, office products, MFP's, supplemental cooling equipment).
- Liaise with furniture dealers to provide furniture solutions and make recommendations for Partners. Manage associated furniture allowances.
- Conduct inspections of premises.
- Manage the firm's Occupational Health and Safety Committee.
- Oversee all internal office moves, develop move plans including furniture layouts for partner offices and ensure timely execution and allocation of resources. Oversee any work performed by outsourced moving company.
- Ensure timely completion of setups for the 24,000 sq. ft. conference centre facility and manage staffing coverage.
- Responsible for RFP development, issue, negotiation, award and management of major office services supplier contracts including a number of firm wide contracts - office supplies, stationery/business cards, offsite box storage, paper and multi-function print devices (copiers).
Security & Risk Management:
- Lead business continuity planning and coordinate across multiple business services teams to establish and maintain response protocols for emergency situations including maintenance of BCP resource binder and related documentation. Manage and document yearly testing of MIR 3 communications in Toronto office.
- Maintain security of Toronto Office premises including CCTV system and all security passcard issue.
- Act as primary emergency contact for firm and landlord concerning all matters concerning physical space and emergency response maintaining on call availability 24 hours, 7 days/week.
- Work with the Chief Information Security Officer, act as ISO 27001 lead in the Toronto office concerning annual audit requirements in areas of physical and environmental security and BCP Security.
Administration:
- Maintain monthly/yearly statistical volume information for all operating departments to aid in staffing allocation and utilization.
- Develop all facilities annual expense and capital budgets and monitor expenses.
- Manage all purchase order issue and invoice reconciliation related to goods and services procured.
Requirements:
- 5 years' experience managing facilities/office services within a professional services firm.
- Certificate in Facilities Management is an asset.
- Strong building operations management skills gained in an office environment with experience in maintenance and administration of physical facilities programs.
- Experience in procurement of furniture via dealer networks an asset.
- Previous procurement experience including RFP issue, analysis, contract negotiation and relationship management.
- Excellent financial analysis skills, ability to interpret P&L statements, develop budgets, capital expense planning and forecasting.
- Solid project management skills.
- Previous experience managing people including completing formal performance management, salary and bonus review process.
- Exceptional verbal and written communications skills, with ability to communicate effectively with all levels of the organization.
- Knowledge of requirements of Ontario Occupational Health and Safety Act. Certification in first aid and health and safety an asset.
- Willing to work evenings/weekends as necessary to meet work requirements and job demand.
COVID-19 Vaccination Policy:
Our firm has a COVID-19 Vaccination Policy which requires all firm members to be fully vaccinated with a Health Canada approved COVID-19 vaccine. You will not be asked to disclose your vaccination status during the interview process. If you are offered employment, you will find a vaccination clause in your offer of employment providing that prior to commencing any employment with the Firm, you must be fully vaccinated for COVID-19 and provide proof of a Health Canada approved COVID-19 vaccination. The Firm will make reasonable accommodation efforts if you cannot be vaccinated due to medical, religious, or other grounds to the extent protected by applicable human rights legislation.
Accommodation:
Stikeman Elliott is committed to accommodating people with disabilities as part of our hiring process. If you have special requirements, please advise Human Resources during the recruitment process.
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Toronto, Ontario, Canada Stikeman Elliott Full timeLead the Operational Excellence of Our Facilities and Office ServicesAt Stikeman Elliott, we are seeking a highly skilled and experienced Senior Manager, Facilities and Office Services to join our team. As a key member of our operations team, you will be responsible for ensuring the seamless delivery of facilities and office services that support the...
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Toronto, Ontario, Canada Stikeman Elliott Full timeLead the Operational Excellence of Our Facilities and Office ServicesAt Stikeman Elliott, we are seeking a highly skilled and experienced Senior Manager, Facilities and Office Services to join our team. As a key member of our operations team, you will be responsible for ensuring the seamless delivery of facilities and office services that support the...
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