Office Manager (On site, Toronto)
FreshBooks
- Toronto, ON
- Permanent
- Full-time
- Be the “Welcome to FreshBooks” committee to greet and welcome visitors with an inviting and professional demeanour.
- Care for daily administrative tasks, such as answering and directing incoming phone calls and emails to the appropriate personnel, maintaining a clean and inviting reception area, and handling incoming and outgoing mail and packages.
- Act as point of contact for travel arrangements, onsite access, visitors, and workstation assessments.
- Manage the processes and management systems that ensure compliance with health, safety, environmental and security legislation and company requirements. This includes participating in the Health and Safety committee, ensuring compliance with local and federal legislation and promoting a safe working environment.
- Ensure that appropriate and effective building services are in place, promptly addressing any facility-related issues.
- Implement and maintain processes that ensure all onsite facilities are well presented, adequately stocked, and properly maintained, with attention to site-specific requirements.
- Regularly review supplier and service relationships and contracts to ensure services are delivered within the approved budgets and standards and make recommendations on opportunities for improvement.
- Assist with creation and management of budgets and ensure all financial policies and processes are followed.
- Act as the core contributor for office relocations and reconfigurations.
- Collaborate with the Employee Experience, IT, and Legal Teams to ensure that consistent and high-quality facilities services are delivered globally.
- Foster FreshBooks' culture by participating in the Social Committee to plan and organize onsite, offsite, and virtual events.
- Other Administrative duties and projects as needed, including occasional lifting of up to 15kg.
- 5 years of facilities/workplace management experience within a corporate environment.
- Strong customer service skills and a collaborative mindset to achieve the best outcomes.
- Excellent communication skills (both written and verbal) with the demonstrated ability to communicate effectively across all levels of the organization, considering our diverse employee base.
- Sharp organizational and planning skills, with the ability to effectively prioritize workload to ensure that multiple activities are completed in an efficient manner and to a high standard.
- A track record of not only identifying opportunities for improvement but also developing strategies and implementing the appropriate changes, often in collaboration with cross-functional teams.
- Ability to quickly learn new systems and processes.
- A high level of integrity, capable of handling confidential information responsibly.
- Experience in managing front-of-house reception functions.
- Experience with travel management and expense management.
- Proficiency with MS Office Suite, GSuite.
- Experience with BambooHR or any other HRIS system.
- Experience with Zendesk or any other ticketing system.
- Experience with Envoy or any other desk management system.
- Working knowledge of AutoCAD or similar drafting package.
- Valid local first aid certification.
- 🩺 Comprehensive Health and Wellness Benefits. Including retirement savings programs matched to your local office, stock options for every full-time employee, generous time off, parental leave and new parent support, annual healthy living credit, comprehensive medical and dental benefits dependent on your region, and more.
- 📚 Perks that Matter. Including a Peer Recognition Program, an Employee Assistance Program, headphone credit, meaningful in-person gatherings to bring onsite and remote employees together, and more perks matched to your locale.
- 🌱Working Environments to Help You Thrive. Beautiful office spaces welcome you in Canada and Mexico, and those without access to a FreshBooks office receive a home office credit to set up your home office.
- 🤗 Supportive Peer Group, Mentors, and Leaders. We care about each other across the organization and have programs to support this so everyone feels a strong sense of belonging and believes in collective impact.
- 🚀 Accelerated growth. Comprehensive company onboarding, and career development through continuous coaching, training, and learning on the job.
- Required