Office Manager

Job Description:

Our top client in the Media Industry is seeking an Office Manager to join their team on a permanent basis! The Office Manager will oversee and optimize the operations of the core downtown Toronto Headquarters five days a week from 8:30 AM to 5:00 PM. This role includes a competitive base salary, 3 weeks vacation, defined pension plan, floater days, and benefits.

Role Overview:
Reporting to the Controller, the Office Manager will streamline office operations and resource management to enhance organizational efficiency. This role includes covering reception, overseeing procurement processes, managing office supplies, and coordinating administrative support while serving as a key point of contact for internal and external stakeholders.

Key Responsibilities:

1. Frontline Service Management: Greet visitors, manage incoming communications, troubleshoot issues, and provide comprehensive administrative support.
2. Procurement and Vendor Management: Oversee procurement processes, including contract negotiations, quote solicitations, and supplier relationships.
3. Office Supply and Inventory Management: Administer procurement of office supplies, review and approve invoices, and manage inventory.
4. Mail and Courier Administration: Handle inbound and outbound mail, packages, and courier services efficiently.
5. Meeting and Event Coordination: Organize and facilitate meetings, including catering and room arrangements, and manage special events such as office parties and anniversaries.
6. Security and Maintenance Oversight: Manage building security, including key and alarm code assignments, and coordinate maintenance and repairs.
7. HR Coordination: Assist with new hire setups, including office space, access codes, and equipment.
8. Safety and Compliance: Maintain a secure working environment, ensure compliance with safety regulations, manage emergency plans, and conduct safety training.
9. Committee Participation: Engage in committees such as Joint Health & Safety and United Way, contributing to organizational initiatives.
10. Special Projects: Support various special projects as needed.

Qualifications:

1. Bachelor’s degree in Business Administration or related field preferred.
2. 3-5 years of experience in Office Administration or similar role.
3. Must be intermediate on Microsoft Suite systems. Asset if used Oracle NetSuite.
4. Excellent interpersonal skills with a track record of improving processes within an organization.
5. Strong written and verbal communication abilities.
6. Exceptional organizational skills and the ability to work independently.
7. Proactive and self-motivated, with a capacity to integrate quickly and contribute effectively.
8. Ability to work collaboratively as part of a team.
9. Eagerness to learn new skills and pursue a long-term career with the firm.