Office Manager (8 months contract)

• Manage front-desk operations, including welcoming visitors and candidates, coordinating guest arrivals, and preparing meeting rooms.
• Oversee incoming and outgoing mail, including distribution, archiving (physical and digital), and responses to general company inboxes.
• Coordinate document management and ensure organized record-keeping.
• Provide administrative support to ensure smooth day-to-day office operations.

• Monitor and maintain inventory levels for office, kitchen, and cleaning supplies.
• Coordinate regular purchasing and restocking of consumables and office materials.
• Manage purchase orders, track deliveries, and organize received goods.
• Maintain and develop relationships with external suppliers and service providers.

• Support the planning and execution of company-wide events and internal gatherings.
• Provide logistical coordination for team-building activities and special occasions.
• Organize onboarding-related welcome activities for new employees.

• Ensure cleanliness, order, and functionality across shared office spaces.
• Coordinate waste management processes and maintain communication with service providers.
• Act as the main contact for cleaning services and monitor service quality.

• Support onboarding processes, including facility tours and preparation of welcome materials.
• Assist with workspace setup and provide guidance on workplace logistics and mobility arrangements.
• Serve as a point of contact for general onboarding-related inquiries.

• Contribute to initiatives that enhance employee engagement and workplace satisfaction.
• Act as a first point of contact for workplace-related questions and day-to-day support.
• Support the organization and continuous improvement of shared spaces and employee amenities.
• Facilitate social and engagement activities to foster team connection.

• Provide guidance on office policies, workplace access, and parking procedures.
• Manage parking allocations and track usage.
• Maintain and update workplace-related policies and documentation.
• Coordinate meeting room bookings and maintain scheduling systems.
• Support payroll-related processes by providing mobility and parking data.
• Administer transportation subscriptions and related employee services.
• Update internal communication platforms with workplace information and announcements.
• Create and distribute internal communications related to office operations.

• Coordinate with external providers and contractors for office maintenance and facilities management.
• Oversee workspace management, including furniture and equipment coordination.
• Monitor facilities-related activities to ensure a safe and functional work environment.
• Support budget tracking and expense monitoring in collaboration with Finance.

• Strong service-oriented mindset with a proactive, solution-driven approach.
• Demonstrated ability to create a welcoming, supportive, and employee-focused work environment.
• Prior experience in office management, workplace coordination, hospitality, or administrative roles is an asset.
• High level of adaptability and resilience, with the ability to manage changing priorities, handle ad-hoc requests, and remain effective in a dynamic, interruption-driven environment.
• Excellent organizational and time-management skills, with the ability to prioritize effectively.
• Excellent interpersonal and communication skills, with the ability to interact confidently with employees, leadership, and external partners.
• Strong sense of ownership and accountability for workplace operations.
• Discretion and professionalism when handling sensitive or confidential information.
• Ability to work independently while collaborating effectively with others.
• Detail-oriented with a hands-on, problem-solving attitude.
• Comfortable using digital tools and office management systems (e.g., MS Office suite, booking systems, etc).
• English and French fluent, any other language is a plus

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