Office Manager

4 weeks ago

Québec, Quebec, Canada Vantage Data Centers Full time
About Vantage Data Centers

Vantage Data Centers is committed to fostering a workplace culture of inclusion, equity, respect, and acceptance. We celebrate diversity and strive to learn from each other's experiences.

Job Overview

The Office Manager & Executive Assistant will be a key support person who interacts with every team member in the office. The ideal candidate will possess exceptional multitasking abilities, strong communication and teamwork skills, and the ability to thrive in a fast-paced environment. Previous experience in customer service is highly valued.

Key Responsibilities
  • Establish a productive and engaging office environment, ensuring positive interactions with visitors and staff.
  • Manage and monitor contracts for soft services, including cleaning, landscaping, snow removal, and craftsmanship.
  • Coordinate with vendors and suppliers for site-related services and supplies.
  • Assist with worker order management and ensure accurate billing for delivered work orders.
  • Collaborate closely with Information Technology, Facilities, Security, and other key partners.
  • Help schedule and execute small and large group events, including departmental parties and catered events.
  • Order and maintain office supplies, including snacks and drinks.
  • Manage conference room reservations.
  • Handle shipping and receiving packages.
  • Manage all incoming mail to the building.
  • Ensure the office and conference rooms are tidy before leaving for the day.
  • Assist with scheduling offsite meetings and events.
  • Help with hotel reservations.
  • Schedule meals when appropriate.
  • Plan virtual and in-person gatherings and activities.
  • Provide access and support for visitors and customers.
  • Manage calendars and provide support for executives.
  • Perform miscellaneous projects and duties as assigned.
Requirements
  • High school diploma or equivalent; additional education or certifications are a plus.
  • 3+ years of experience in an administrative, organizational, or detail-oriented function, as an Office Manager or Executive Assistant.
  • Highly organized, energetic, and a fast learner.
  • Experience maintaining confidential information.
  • Excellent communication skills: written, verbal, listening, and talking.
  • Experience with Microsoft tools, including scheduling, tracking, reporting, and follow-up.
  • Experience with Outlook calendaring is required.
  • Experience with SharePoint is a plus.
  • Experience with a Global Travel Platform is a plus.
  • Experience with vendor negotiation and coordination of infrastructural services.
  • Travel required is expected to be less than 5% and on an as-needed basis.
  • Notary Public preferred, not required.
  • Bilingualism (French and English) is desired for this position due to the nature of the role requiring interactions with various departments in the US.
Physical Demands and Special Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects; reach with hands and arms; climb stairs; balance; stoop or kneel; talk and hear. The employee must occasionally lift and/or move up to 25 pounds.

Vantage Data Centers operates with No Ego and No Arrogance. We work to build each other up and support one another, appreciating each other's strengths and respecting each other's weaknesses. We find joy in our work and each other, actively seeking opportunities to inject fun into what we do. Our hard and efficient work is rewarded with an above-market total compensation package. We offer a comprehensive suite of health and welfare, retirement, and paid leave benefits exceeding local expectations.

Throughout the year, the advantage of being part of the Vantage team is evident with an array of benefits, recognition, training and development, and the knowledge that your contribution adds value to the company and our community.

Don't meet all the requirements? Please still apply if you think you are the right person for the position. We are always keen to speak to people who connect with our mission and values.

Vantage Data Centers is an Equal Opportunity Employer

Vantage Data Centers does not accept unsolicited resumes from search firm agencies. Fees will not be paid in the event a candidate submitted by a recruiter without an agreement in place is hired; such resumes will be deemed the sole property of Vantage Data Centers.

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