Corporate Services Manager

At Old Oak:

• We demonstrate integrity in everything we do
• We keep our people, our customers, and our community as our priority
• We are a company where people want to be

What We Offer:

• Certified Great Place to Work
• Competitive wage structure
• Health and wellness benefits
• A company that gives back to the local community
• Opportunities for subsidized professional development
• Room for future growth and advancement
• A friendly, fun, and safe team-oriented work environment

Role Summary and Purpose

The Corporate Services Manager plays a key role in supporting the operational efficiency of Old Oak by overseeing all administrative functions across the organization. This position provides executive-level support, manages administrative operations across Old Oak, and serves as the central point for corporate document control.

Responsibilities

Administrative Leadership

• Lead and oversee all administrative functions across the organization, ensuring the delivery of efficient, consistent, and high-quality support.
• Supervise administrative staff, fostering a collaborative, service-oriented culture focused on excellence and accountability.
• Oversee the reception function at the downtown office, providing coverage as required or coordinating to ensure proper coverage at all times.
• Develop and implement company-wide administrative policies, systems, and procedures to ensure consistency and efficiency across departments and sites.
• Oversee administrative budget planning, cost management, and procurement processes for corporate and office-related expenses.
• Promote active collaboration cross-functionally to identify win-win approaches and serve as the key liaison with other departments ensuring smooth coordination of information.
• Standardize tools, templates, and workflows for correspondence, reporting, and documentation to maintain professionalism across the organization.
• Champion technology and digital solutions that enhance administrative efficiency, collaboration, and document management.
• Provide leadership and oversight to event and outreach activities.
• Support change management initiatives and company-wide communication strategies.
• Ensure administrative processes comply with corporate policies, legal requirements, and best practices in confidentiality, governance, and operational integrity

Executive & Administrative Support

• Provide high-level executive assistance to the senior leadership team (SLT) anticipating needs, prioritizing tasks, and ensuring that the SLT are well-prepared for meetings and commitments.
• Coordinate internal and external communications on behalf of leadership, maintaining a professional tone and brand alignment.
• Support corporate events, leadership meetings, and internal communications.
• Record and track executive action items, ensuring timely follow-up and completion.
• Assist with coordination of strategic initiatives, special projects, and cross-departmental efforts.
• Manage sensitive information with a high degree of confidentiality and professionalism.

Document Control & Records Management

• Act as the company's central point for document control and version management.
• Support data integrity and informed decision making with standardized approaches to systems and practices.
• Establish and maintain standardized filing systems for corporate, project, and property-related documents.
• Support the organization with accurate, accessible, and secure document storage.
• Maintain compliance with document retention, privacy, and confidentiality policies.
• Oversee digital file systems and ensure consistent company-wide usage.

Office Management

• Oversee day-to-day office functions across all Old Oak locations, ensuring offices are well-maintained, safe, and properly equipped.
• Oversee the management of office services including supplies, equipment, maintenance, and vendor relationships.
• Implement and maintain office systems, processes, and procedures to improve efficiency.
• Manage office budgets, track expenditures, and approve purchases within delegated authority.
• Foster a professional and collaborative office culture that supports both site and corporate teams.

Qualifications

• 5-7 years of progressive experience in executive support, corporate administration, or office management.
• Experience in the property management and/or construction industry is strongly preferred.
• Proven ability to support senior executives with discretion and sound judgment.
• Excellent organizational, written, and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite and SharePoint.
• Demonstrated ability to lead administrative functions.
• Strong organizational, planning, and critical thinking skills with high attention to detail.

Here at Old Oak, we are a quickly growing company and are excited to maintain the right staff. As such, we offer a very competitive compensation package to attract and maintain the best people. Old Oak is thankful to all who apply, however, only those who are qualified will be contacted for an interview.

Old Oak is an Equal Opportunity Workplace committed to fostering a safe, healthy, and inclusive work environment. We are committed to providing a fully accessible recruitment process. Accommodations are available upon request.

Job Types: Full-time, Permanent

Pay: From $65,000.00 per year

Benefits:

• Company events
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Experience:

• executive support, administration, or office management: 5 years (required)

Work Location: In person