Office Manager

Framestore is an Oscar, Bafta, and Emmy award-winning global creative company working in film, advertising, AR/MR/VR, theme park dark rides, and pre/post visualization work among many other creative endeavors.

The Office Manager supervises the team of Runners as well as the Receptionist and the Employee Engagement Coordinator. The Office Manager oversees the Hospitality Budget, supervises internal and external hospitality customer services, negotiates agreements and contracts with suppliers, including all catering and office supplies, and provides support as needed to the Facilities team. This role works closely with the Facilities Manager to ensure that daily studio operations are at a high standard and coordinates with various departments. The Office Manager reports directly to the Montreal Head of Facilities.

**What you’ll do**:

- Answers all hospitality requests and maintains a record of all activities and expenses relating to services provided to internal customers (ie. production and all departments, senior management, and support teams);
- Manages and develops the receptionist, employee engagement coordinator, and the runners team, ensuring a consistently high standard of service while leading by example;
- Recruitment, training, and mentoring a team of entry-level employees;
- Manages the Runners training program with the Training Department;
- Oversees the scheduling, workflows and ensuring the efficient distribution of their time;
- Provides top-notch catering to our clients from their arrival at reception until their departure;
- Plays a role in the employee onboarding process;
- Works with the Facilities Manager to ensure that the studio physical security standards are at the highest level;
- Works with various departments to maintain health & safety procedures;
- Actively participates in proposing solutions that will further improve the client and employee experience at the studio;
- Responsible for maintaining the Hospitality Budget;
- Manages vendor relationships and negotiates contracts for catering, kitchen-related supplies and stationery;
- Manages the procurement of all catering supplies within the scope of the Hospitality budget;
- Reviews and approves supplier invoices against contracts/orders;
- Oversees the overtime meal distribution and ensures that staff-selected restaurants and menus respect budgets as dictated by company policy, while ensuring that an appropriately wide selection of meals are on offer;
- Ensures that common areas are functional, clean, and stocked to the highest standards.
- Collaborates with other departments for cross-functional areas, such as meeting and vis rooms and manages all of the shared kitchen spaces, lounges, and reception area.
- Supervises the Employee Engagement Coordinator to ensure that the studio is a welcoming, holistic, and engaging space. Identifies, researches and implements new employee perks such as Lufa farms, Bixi specials and any number of other discounts at local restaurants or businesses;
- Assesses, improves, and implements operational procedures and tools;
- Ad-hoc project management, when required. Examples include: implementing a ticketing system for the facilities team and creating service catalogs for various requests;
- Works with the other members of the Facilities team to cover when necessary;
- Further duties as required or designated by the Head of Facilities.

**What we’re looking for:
- Willingness to work on-site full-time;
- Bilingualism with excellent writing skills in both French and English;
- Excellent communication skills and an ability to work with people at all levels within the organization
- Hands-on approach towards client service, making a positive contribution to both the internal and external client experiences at Framestore;
- Strong attention to detail, organization, and administration
- Ability to analyze systems and aim for continuous improvement;
- Personal and friendly attitude with a strong desire to succeed;
- Experienced people manager, particularly entry-level employees;
- Ability to mentor and nurture a whole team while enabling them to carry out their roles to the best of their abilities;
- Experience managing a budget;
- 5-7 years experience in office administration, client services, or operations management;
- The ability to multitask and prioritize work;
- Great team-player;
- An aptitude to work under pressure and meet deadlines;
- Excellent computer skills in Windows, G Suite, and MS Office.

**You might also have:
- Experience in other areas of the film, tv, gaming, or vfx industries;
- Facilities experience is an asset;
- Experience in the hospitality industry;
- A passion for the film/vfx industry;
- Previous experience in a fast-paced customer oriented role;
- A confident, outgoing, friendly demeanor.