Office Manager

Role Overview

• Manage all key relationships with office suppliers as well as being the prime liaison with building management for our leased facilities.
• Accountable for Onboarding/Offboarding of new employees with building/office security pass set-up.
• Accountable for all Mail and Courier deliveries throughout the day.
• Validate all office services received for approval on invoices from suppliers.
• Have pride of place; ensure our workplace is neat, organized and stocked with appropriate resources.
• Oversee and coordinate office administrative procedures and review, evaluate and implement new procedures.
• Maintain and build company culture by initiating creative initiatives and partnering with various members of the company – e.g. schedule and organize company events and social gatherings
• Ensuring staff adherence to office procedures
• Maintenance of supply inventory and arranging service of office equipment
• Ensure timely processing and approval of invoices to avoid late payments
• Partner with Executive Assistants in our Toronto and Philadelphia offices to coordinate scheduling of events / business activities as well as handle over-flow administrative support to leaders
• Prepare and edit correspondence, reports, and presentations using MS Office products
• Arrange domestic and international travel, including flights, accommodations, and itineraries
• Support ad-hoc projects and events for leaders and their teams as needed
• Professionally interact with clients and external stakeholders as directed
• Maintain organized digital files, shared drives, and documentation systems to ensure information is always accessible and up to date

Requirements

• 3-5 years in an Office Manager or Office Coordinator position supporting leaders in a professional environment is a must have!
• Exceptional organizational skills, attention to detail, and the ability to juggle multiple tasks with grace and accuracy.
• Proven experience handling a wide range of office and administrative support activities – office services, calendar / scheduling support, travel arrangements, and onboarding support.
• Advanced knowledge of the Microsoft Office suite of products
• Proven ability to handle confidential information with integrity and sound judgment.
• Strong written and verbal communication skills, with the ability to craft clear, polished, and professional messages.
• Proactive, adaptable, and resourceful, with a talent for building strong relationships across diverse teams.

Benefits

• Excellent health coverage and life insurance benefits – no waiting period!
• Company-paid Long-Term Disability and Basic Life Coverage
• Flexible Spending Account (FSA) options
• 401K plan with immediate company match
• Generous Paid Time Off Plan plus 10 paid holidays
• Summer hours to enjoy the weather
• Regular Social events
• happy hours, summer & holiday parties, & more