Supervisor, Administration

Supervisor, Administration & Facilities

Toronto, Canada

**About Citco**

Citco is a global leader in fund services, corporate governance and related asset services with staff across 80 offices worldwide. With more than $1 trillion in assets under administration, we deliver end-to-end solutions and exceptional service to meet our clients’ needs.

**About the Team & Business Line**:
Citco Group provides services to our Citco Group of Companies and helps business to succeed in client service excellence.

As a valuable member of our Office Overhead team, you will work closely with internal stakeholders and cross-functional teams to support business operations and help them to achieve their goals.

Reporting to the VP of Administration & Facilities, this position is responsible for managing the employee teams of the Facilities (office maintenance, inspections, contractors, workstations, general repairs, and large desk moves), Business Centre (courier, mail, printing, purchasing, Investor Relations administration, faxes, mail, scanning, and reception back-up), Office Services (kitchens, copy, meeting and training room maintenance) departments. In addition to managing the teams, this position will act as support and back-up when business requires.

**Your** Role**:

- You will supervise staff of the Facilities, Business Centre, Office Services, and Reception Departments.
- Provide back-up support to any supervised positions, as well as the VP role, when business requires (coverage for illness, vacation, etc.)
- Ensure adherence to policies and procedures
- Participate in the training of new and existing team members
- Assess employee performance and complete team member performance appraisals
- Liaise with building property management for office space and building maintenance
- Perform other general facilities management duties as required, including responding to emergencies outside of regular business hours
- Manage and implement the Records Retention Policy
- Assist with the maintenance and implementation of the Business Continuity Plan (BCP)
- Assist with construction projects
- Provide regular updates and reports; update various lists, logs and audits
- Lead the hazardous material (WHMIS) program
- Lead the Evacuation (Fire Warden) Committee and the Joint Health & Safety Committee (JHSC)

**About You**:

- You have experience in supervising a team of at least 5 employees
- At least 3 years’ experience in a similar role (Facilities or Administrative services and asset)
- Proven ability to train, mentor and motivate staff
- Strong Microsoft Office skills; familiarity with performing Excel functions, formulas, pivot tables an asset
- Strong communication skills (written and verbal)
- Strong organizational and interpersonal skills with strong attention to detail
- Ability to multi-task and take on multiple projects
- Ability to complete tasks in an quick, accurate and precise manner
- Customer service oriented attitude
- Knowledge of records management, mail/fax/copier/scan equipment an asset
- Knowledge of hedge or mutual funds an asset
- University degree an asset

**Our Benefits**

Your well-being is of paramount importance to us, and central to our success. We provide a range of benefits, training and education support, and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location.

We recognize diversity as a source of organizational pride and strength. We have made it a priority to reflect our nation’s evolving diversity in the people we hire, and the culture we create in our organization.