Workplace Operations Specialist

Our team and products have been recognized with dozens of awards including by the Financial Times which ranked Cover Genius as the #1 fastest-growing company in APAC in 2020. Our diverse team across 20+ countries and many language groups commit itself to diverse cultural programs, in particular “CG Gives” which makes social entrepreneurs out of us all and funds development initiatives in global communities.

**Our People are**

Bold, Authentic, Purposeful and Inspired

**Our People are not**

Perfect, Traditional, Complacent or Cautious

**About the Role**

As a **Workplace Operations Specialist** on our Workplace Operations Team, you bring our purpose to life by working at the very heart of our business. You will be responsible for overseeing all daily office operations, managing facilities, coordinating workplace services, and ensuring a seamless and welcoming employee experience.

You will collaborate with cross-functional teams to optimize processes, maintain a safe work environment, and actively support company culture.Your work will directly shape how our offices feel and function. From streamlining processes and ensuring compliance to championing a seamless employee experience, your impact will be felt in our hubs.

**Key Responsibilities**

**Core Workplace Operations**
- Build and maintain positive relationships with all internal and external stakeholders, including vendors and building management.
- Oversee and manage the workplace's day-to-day operations and service offerings.
- Manage the workplace operational **budget** for your location, ensuring cost-effective solutions.
- Monitor and manage the office operational budget, ensuring cost-effective solutions for supplies and other office needs.

**Administration & Employee Experience**
- Manage the supply of office and kitchen essentials, including asset inventory.
- Serve as the main point of contact for all workplace-related issues, addressing employee concerns promptly.
- Organize lunches, catering, and internal workplace events.
- Facilitate office tours and orientations and coordinate the issuance and collection of employee equipment and access as part of the **onboarding and offboarding process**.
- Maintain workplace organization and its layout.
- Provide general administrative functions, including the management and recording of incoming and outgoing mail.

**Facility, Safety & Compliance**
- Manage and maintain security and access control systems.
- Ensure the workplace is compliant with all safety standards and promote wellness initiatives.
- Establish good working relationships with building management and vendors.
- Manage meeting room bookings, set-up, and support.
- Provide assistance in any sustainability initiatives (e.g., schedule collection of recyclable materials from the Sydney Office).

**Event & Social Responsibility**
- Assist in securing event venues, catering, and decorations for internal events.
- Assist in booking team bonding activities.
- Provide assistance in any **CG Gives** charitable initiatives, including research and event execution.
- Perform other relevant duties, such as identifying process improvements.

**What You Will Bring**
- ** Experience**: Proven experience in office management, facilities management, or related workplace operations roles for at least **3-4 years**.
- ** Education**: Bachelor's degree in a relevant field.
- ** Adaptability & Execution**: Experience managing multiple priorities and delivering work quickly and to a high standard.
- ** Communication**: Excellent verbal and written communication skills, with experience working with people from different cultures and a collaborative mindset.
- ** Compliance**: Knowledge of health, safety, and security protocols within the workplace.

**Proficiencies and Attributes**
- ** Proactiveness**: Able to anticipate potential disruptions and implement preventive measures.
- ** Problem-Solving & Adaptability**: Ability to think quickly to reach a solution, resolve issues promptly, and adapt to changing workplace needs (resilience).
- ** Stakeholder Management**: Skilled at liaising between employees, the Leadership Team, and vendors (Communication & Stakeholder Management).
- ** Customer Service Orientation**: Driven by the focus of enhancing the workplace to provide a good employee experience.
- ** Analytical Thinking**: Able to assess complex situations, optimize processes, and engage in cost control.

This is a **part-time, on-site role** located in the **Financial District of Downtown Vancouver**. The position requires a commitment of **3-4 days per week in the office** and offers **flexible working hours**.

**Why Cover Genius?**

Cover Genius not only cares about being the best in our industry, we care about our team. We’re a business that understands life can be fluid and so we flex to ensure we provide the environment to suit that. What does that mean?
- **Flexible PTO.** Taking time out is important for our teams to enjoy life and stay fres