Office Services Specialist

Position Title:
Office Services Specialist
Department:
Office Services
Location: Montreal
Status: Regular Full-time (Hybrid)
Day in the life of:
This position is a member of a local and national team of Office Services Specialists fulfilling varied responsibilities in support of the overall daily operations. In addition, this position supports and assists the Manager, Office Services and the Director, Office Services, Facilities and Corporate Resiliency.

Core Responsibilities:

• Provides courteous & professional handling of all incoming calls and guests attending the office, including assisting callers with navigation of the CIRO website.
• This position is key in the (BAU) day-to-day operations, such as:
• Customer Service – provide consistent high-level support.
• Facilities support – ensuring all areas are stocked and maintained in a professional manner to support a good employee experience.
• Hotelling – comprehensive understanding of the hotelling application to ensure booking protocols are adhered to, troubleshooting, and reporting.
• Mail/Couriers – including deliveries and distribution.
• Maintain various office equipment.
• Meetings & Catering - fulfilling requests for meeting room setups and/or catering.
• Health & Safety
• Contribute to the H&S initiative by serving as a first responder and fire warden. Update the Health & Safety boards in a timely fashion as requested.
• Become confident with the emergency evacuation procedures and provide assistance as required in evacuating staff/guests from premises.
• Problem Solving/Trouble Shooting
• Take ownership of the issue at hand.
• Consider all possible solutions when problem solving and apply the most appropriate one.
• Onboarding/Off boarding
• Follow procedures and check lists to ensure all appropriate steps are taken in a timely manner.
• Records Retention/Off-site storage
• Arrange for off-site storage and retrieval of files.
• Maintain the inventory list of off-site storage records.
• Arrange for document destruction when requested.
• Perform annual audit to confirm accuracy of offsite storage and destruction records.
• Security
• Frontline security
• apply security procedures to all visitors,
• be aware of any suspicious behaviour in and around reception and elevator lobby.
• Become well versed in established emergency procedures.
• Knowledge of Symmetry Access Control software system and responsible of the access cards (issuance & deletion).
• Supplies
• Compare costs of office supplies,
• place and follow up on orders, including special requests,
• maintain adequate inventory levels within the office.
• Teamwork & working independently
• Needs to work as an integral member of the team, communicating effectively and efficiently.

Key Skills and Competencies:

• Facility with video conferencing solutions and proficiency in MS SharePoint, Word, Excel and Outlook.
• Excellent organizational and problem-solving skills.
• Strong time management skills, including the ability to effectively prioritize and work on multiple tasks/projects at the same time.
• Effective communication skills, both oral and written.
• Exceptional interpersonal skills and customer service skills
• Ability to understand and assist IT with trouble shooting issues.
• Ability to lift up to 50 lbs.
• Willing to be certified in First Aid & CPR and serve as Assistant Fire Warden.

Education and Experience:

• Four years experience administrative role and/or receptionist in Office Services capacity, or a combination of relevant education and experience.
• Knowledge of office equipment operations, facilities procedures, and ability to troubleshoot.
• Knowledge of physical premises security processes and procedures.
• Experience in a customer service environment.

What we offer:

• Competitive base salary in alignment with market
• Performance based bonus *
• Hybrid work environment
• Employer paid Health Benefits and Spending Account that offer flexibility to meet your individual or family needs as of day one
• Defined Contribution Pension Plan with company matching that starts on your first day of employment *
• Paid flex days and sick days *
• Vacation days
• Maternity Leave Of Absence/Paternity Leave Of Absence top up *
• Paid continuous learning and continuing development including designations *
• Asterisked offerings are not applicable to contracts

Why the Canadian Investment Regulatory Organization (CIRO):
Our purpose and our impact:

With offices across Canada - from Vancouver to Montreal, our mission is to promote healthy capital markets by regulating fairly and effectively so that investors are protected and confident investing in their futures. As regulators, we understand that we are all investors, and therefore a career with us is a purposeful career: protecting our future.

Culture and Working Environment:
Life at CIRO is purpose and performance- driven. We foster an inclusive culture where teamwork, a forward-thinking attitude, and integrity are at the core of everything we do. This creates an environment where employees thrive, grow, and are empowered to learn and contribute their best.

Joining CIRO means becoming part of a dynamic and transparent organization that values accountability and is committed to maintaining the highest standards of regulatory oversight in the financial industry.

Looking for a career where you can safeguard the integrity of Canadian markets? Join CIRO and be part of the team that secures our financial future.

Our Commitment:

CIRO is an equal opportunity employer and is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). CIRO will provide accommodation to job applicants with disabilities throughout the recruitment process. Should you require accommodation, please contact Human Resources.

CIRO is a pan-Canadian organization that oversees all investment dealers and trading activity in marketplaces across Canada. This position requires the ability to communicate with employees in CIRO regional offices and other CIRO stakeholders across Canada. Accordingly, proficiency in both official languages of Canada (French and English) is mandatory. Due to the frequent interactions with internal and external English-speaking members, clients, representatives, firms, Canadian provincial and territorial securities regulators, and employees situated outside of Quebec, the position requires a fully bilingual candidate.

No part of our recruitment process uses artificial intelligence (AI) to screen, triage, or assess candidates. All applications are reviewed by our hiring team.

While we appreciate receiving applications, only those applicants who closely meet the position requirements will be contacted.