Manager, Office Services Back to Job Postings

Posted by
Investment Industry Regulatory Organization of Canada (IIROC)
Job Location
Toronto, Ontario - Canada
Posting active until
April 30, 2018

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Job Description

Position Title: Manager, Office Services
Department: Office Services
Location: Toronto
Status: Permanent Full time

The Manager, Office Services is responsible for core facilities and office services management. This position maintains an essential role in frontline disaster response and management of any crisis involving facilities or equipment failure. Works closely with the Director, Office Services, Facilities and Corporate Resiliency on large scale projects affecting the Toronto office or national projects including partnering with other departments toward the achievement of IIROC goals.

Key Responsibilities:
• Responsible for the overall management of office services in concert with national objectives of the department, the division and the organization.
• Coach, mentor and develop the Toronto OS Team, including overseeing new employee onboarding and providing career development planning and opportunities.
• Contribute to the spirit of teamwork and unity among the National OS team
• Manage and oversee all aspects of office services technology functionality within the office to ensure daily operational continuity vital to the function of the organization.
• Responsible for the procurement function in Toronto, for day-to-day and special requirements
• Responsible for managing the facilities in the Toronto office, including managing smaller team moves within the Toronto premises.
• This position is responsible for working with the Director, Office Services, Facilities and Corporate Resiliency on local budgeting, and oversight of said budget.
• This position is responsible for assisting the Director on operational and capital budgets and forecasting.
• Supports the Director for large scale or project related purchasing, locally and nationally
• Supports the Director in large scale design/build projects, and moves, participating in analysis and recommendations.
• This position maintains a key role in Office Services crisis management and has front line responsibility in the event of an incident affecting all staff, facilities or functionality of any type within the relevant office. In conjunction with the Director this position has been designated as an immediate responder should implementation of BCP be necessary. This is the primary 24/7 contact for the Landlord should issues arise. This position also has oversight of relevant portions of the BCP as well as responsibility to implement Health & Safety measures within the office.
• Responds to various employee enquiries for Toronto and provides creative and cost efficient solutions – escalates when necessary to the Director.
• Primary lead with respect to travel implementation and training. Works closely with IIROC’s travel provider and corporate departmental credit card company.
• Maintains accurate, up-to-date records and reports – provides support in the production of OS metrics reporting including providing and analyzing data.
• Liaises with various third-party service providers involved in providing products and services to IIROC
• Supports the Director to ensure the current policies, procedures and guidelines are maintained, provides input for updating department owned policies, procedures and guidelines.
• Conducts ergonomic assessments and prepares documentation/reports. Recommends solutions for favourable results and implements necessary products.
Education/Experience:
• 10 years of progressive, related experience in office operations and team mentoring
• Prior experience in facilities management
• Relevant experience in procurement management
• Experience in reviewing and consolidating administrative functions
• Prior experience in budgeting for a department
• Training in office administration and purchasing procedures
• Trained in conducting Ergonomic Assessments and knowledge of products
• Trained in security procedures and employee safety
Key Skills and Competencies:
• Ability to produce reports and analysis (comparisons, options) and make recommendations
• Knowledge and experience in business, supervision, and management.
• Self starter, focused on customer service
• Knowledge of the functions, operation, and mission of an Office Services department.
• Better than average written and spoken communication skills.
• Outstanding interpersonal relationship building and employee coaching and development skills.
• Evidence of the ability to practice a high level of confidentiality.
• Knowledge of various types of office equipment and furniture
• Knowledge of National and Provincial Occupational Health & Safety Regulations
• Intimate knowledge of telecommunications systems, including VOIP and/or other telecommunications systems
• Experience with various software packages and computer platforms
• Ability to juggle multiple tasks and projects
• First Aid and CPR Certification
• Certified in Joint Health & Safety