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The Office Manager is a critical operational partner responsible for driving the efficiency, safety, and culture of our workplace. Going beyond traditional administration, this role seamlessly blends facilities management, operational budgeting, and team engagement. The ideal candidate is a highly organized, proactive problem-solver who excels at optimizing vendor relationships, supporting leadership with key renewals, and creating a welcoming, high-performing environment for our staff and visitors. This role is expected to be in the North York office four times per week, and five days when providing reception cover.
Job Responsibility:
Act as primary liaison with property management (leases, safety, security, compliance)
Coordinate workspace planning, office moves, and space optimization
Manage office inventory and procurement within budget
Oversee vendor relationships (cleaning, maintenance, catering, supplies) and negotiate contracts/SLAs
Ensure a professional front-desk experience for employees and visitors
Maintain a clean, organized, and safe office
manage meeting rooms and A/V
Manage and coach the Office Coordinator to ensure efficient daily operations
Develop and manage Facilities & Events budgets
track expenses and identify cost savings
Partner with CFO on insurance renewals, including documentation, broker coordination, and policy comparisons
Provide light executive support (scheduling, coordination)
Manage correspondence (calls, emails, mail) and draft internal communications
Coordinate travel and logistics
Maintain filing systems with strong data accuracy and privacy compliance
Provide reception cover as required
Collaborate with the People & Culture team to maintain the health and safety program
Support the facilities team with onboarding and offboarding tasks, including greeting new hires upon arrival and handling returned assets at reception
Lead corporate event planning and vendor coordination
Support with employee engagement initiatives (ie. quarterly call logistics, catering orders)
Ensure office-related policies are documented and communicated as required
Requirements:
3–5+ years in office management, facilities, or operations
Post-secondary education in Business, Communications, or related field (or equivalent experience)
Experience with vendor management, contract negotiation, and budget oversight
Strong event coordination and project management experience
Proficiency in Microsoft Office or Google Workspace
Financial acumen and attention to detail
Strong negotiation and vendor management skills
Excellent organization and multitasking ability
Strong communication skills with high discretion
Nice to have:
Familiarity with tools like Slack, Zoom, Asana is a plus
Basic knowledge of bookkeeping tools (e.g., QuickBooks, Xero) an asset
Exposure to insurance renewals, AP, or financial reporting is an asset
What we offer:
Vacation and wellness days
Extended health and dental coverage, plus virtual doctor services
Employee Assistance Program and mental health resources