Associate Director, Facilities and Office Services

Job Description:

Our client is seeking an Associate Director, Facilities and Office Services to join their team. This role requires an experienced, friendly, and service-oriented Associate Director, Facilities and Office Services to establish, develop, and manage company’s office services and facilities management functions.

Responsibilities:

Office Services & Facilities Management:

The objective for this role will be to manage the day-to-day operations of the office services and facilities management functions, carrying out responsibilities in office development, new hire onboarding, event planning, office-related finance, office maintenance, supplier and vendor relationship management, and more.

• Lead the office services function and ensure an efficiently run office services program including, but not limited to, overseeing the mailroom, reception, and kitchen requirements
• Provide continuous on-site office support ensuring smooth day-to-day operations at the premises
• Partner with the People team and business managers for new hire onboarding, including desk assignments (as applicable) and equipment requirements
• Ensure office layout(s) and seating arrangements maximize space efficiently, and accurate records of space, floor plans, available offices and desks are maintained
• Working with the company’s Executive Assistants as required, advise on administrative matters to the Leadership Team and, where applicable, schedule and prepare agendas, and coordinate internal and external meetings including venue, audio visual and catering
• Coordinate, facilitate, support and/or execute internal events planning from start to finish
• Manage relationships with vendors and suppliers, and ensure any related contracts are implemented, negotiated, and renewed as required
• Manage relationships with Property Management and serve as the main point of contact
• Track and analyze the facilities budget including any operating variance from budget, demonstrated ability to exercise necessary cost control measures
• Oversee and outsource offsite document storage and confidential document shredding/destruction
• Ensure office reception serves as a friendly and efficient main point-of-contact for all office personnel and guests, assisting everyone in a professional and considerate manner
• Oversee all mail services including mail, chain of custody courier, print and stationary services, etc.
• Participate as a member of the Joint Health & Safety Committee and ensure all organizational best practices and requirements, particularly as it relates to Accessibility, Respectful Workplace, and Code of Conduct, are upheld from the front-office services perspective
• Perform regular inspections of office premises and common areas to ensure compliance with Health & Safety code, wellness standards, and ergonomics
• Assign clearance and issuance of maintenance keys and security fobs and remain available on-call for all security breaches including after-hours requirements
• Remain onsite to supervise contractor work, office moves, and furniture installations as required (e.g., lighting, heating, ac, cleaning, freight elevator booking for shipping / receiving, after hours maintenance, supplies and facilities functionality)
• Hire, coach, and mentor office services functions as required (e.g., Office Administrator, receptionist and other potential future hires)
• Contribute to the company’s reputation as a respectful employer, partner, and participant in the financial sector
• Other administrative duties and ad hoc projects as required

Qualifications:

The successful candidate will have solid office services experience, demonstrated success in their prior roles, and be accustomed to working in a high-energy, hands-on, dynamic organization, while dealing with multiple projects concurrently.

• Minimum of 10 years office management or related experience,
• Experience as front desk reception or in guest services an asset
• Post-secondary degree
• Industry experience in the real estate, project management, professional services and/or financial services industries is an asset
• Vendor and supplier management experience
• Strong attention to detail and problem-solving skills
• Strong oral and written communication skills
• Ability to organize, set priorities, work independently, and complete multiple projects within established deadlines

To apply, upload your resume and complete the required information in the “Apply For The Job” section located to the right of the posting. Alternatively, quote the position title and email your resume to: Lindsey; l.title@tdspersonnel.com

If you are already registered with TDS Personnel please contact your Consultant.

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.