Gestionnaire de bureau / Office Manager

Role: Gestionnaire de bureau / Office Manager

Permanent on-site position

Located: Montréal, Québec

Our client is an R&D and innovation design house. They tackle pressing problems through the development and application of cutting-edge technologies. They create systems, products, and solutions that solve real world problems and are ready for commercialization.

THE OPPORTUNITY

We are seeking a dynamic and experienced Office Manager to join their team. In this pivotal role, you will oversee operations and administration functions across multiple facilities within their organization and manage the facilities integration of acquisitions.

WHAT YOU WILL DO

• Provide administrative support to executive team members, including calendar management, meals, travel arrangements, and expense reporting.
• Coordinate and organize meetings, conferences, and office events, ensuring all logistics are handled with precision.
• Support administrative needs of operations departments (HR, Finance, Marketing etc...as required)
• Manage incoming and outgoing communications, including emails, phone calls, and mail, greeting and answering the door for visitors.
• Manage office operations and facilities, including supplies/snack inventory, vendor management, and office maintenance.
• Develop and implement administrative policies and procedures to ensure smooth office operations and improve efficiency and effectiveness.
• Oversee all office operations, including administrative support, facilities management, and office supplies.
• Lead the administrative integration of newly acquired companies into our organization.
• Manage administrative processes such as budgeting, forecasting, and reporting for office/administrative operations.
• Ensure health and safety and building compliance requirements are adhered to.
• Manage and review service contracts with vendors.
• Serve as the primary point of contact for vendors, service providers, and building management.
• Provide leadership and support to administrative staff, fostering a positive and collaborative work environment.
• Ensure all facilities operate in compliance with relevant regulations and company policies.
• Identify and mitigate operational risks, implementing appropriate controls and measures.
• Ensure the office is stocked with necessary supplies and that all equipment is working and properly maintained.
• Coordinate with HR on employee onboarding, training, and office culture initiatives.
• Contribute to company culture through the development of social and team-building events.
• Ensure office space improves working conditions and is ergonomic.
• Plan, schedule, and promote office events, including meetings, conferences, interviews, orientations, and training sessions.
• Collect, organize, and store information using computers and filing systems.
• Organize internal events geared at supporting company culture and promoting team collaboration.

WHO YOU ARE

• Bachelors degree in business administration, management, or a related field.
• Experience in a related field, such as management or financial reporting, preferred.
• Exceptional leadership and time, task, and resource management skills.
• Strong problem solving, critical thinking, coaching, interpersonal, and verbal and written communication skills.
• Proficiency with computers, especially MS Office.
• Ability to plan for and keep track of multiple projects and deadlines.
• Familiarity with budget planning and enforcement, human resources, and customer service procedures.

Fluid thanks you for your interest in this opportunity. However, only candidates with the required skills will be contacted.

Fluid is committed to the principles of equal employment opportunity and affirmative action. We welcome and encourage diversity in our workplace.

Candidates must be qualified to work in Canada.