Office Manager
Job Description
About the job
The Office Manager is responsible for managing the front desk and keeping the Red Bull Toronto Office in perfect running condition at all times. They are focused on ensuring the Red Bull brand is represented throughout the building and that all visitors, stakeholders and employees have a premium, on-brand experience. The Office Manager is always seeking ways to help with efficiency in order to create a more organized and productive workplace in the Toronto Office and for employees working in remote locations. The Office Manager supports all areas of the business and works closely with the Administration team with sales and marketing initiatives.
All the responsibilities we’ll trust you with:
ENVIRONMENT
Responsible for the Toronto Office space and front desk, meeting Red Bull brand image and standards ensuring it is always in perfect running condition. Maintain a clean, organized front area at reception and lobby area, free of boxes and packages, creating a pleasurable atmosphere for reception area not only for our visitors, but for our employees as well. Answering phones, ensuring visitors are welcomed and introduced to respective team members. Maintain office efficiency by planning and implementing office systems and layouts. Manage and ensure the efficient operation and coordination of the Toronto Office; safety and hygiene practices, boardroom/meeting rooms, office supply room, reception area, common meeting areas, wellness room, product room, storage rooms, etc. Maintain an operational, organized, and well-stocked kitchen/hydration stations with Red Bull, water system, coffee machines and weekly grocery purchases. Maintain an organized and operational supply room, including stationary inventory, shipping and packing supplies and toner for printers. Maintain an organized and operational product room, including Red Bull inventory for internal use/consumption. Liaise with our property management and vendors for repairs, cleaning, security, fob programming, catering, parking etc. to ensure the Toronto office space meets the Red Bull brand image and standards.
OFFICE MANAGEMENT
Address employee queries regarding office management issues (e.g. stationary items, hardware, etc.) that will ensure satisfactory results, while maintaining efficiency and professional relations with all staff prioritizing and completing requests in a timely manner. Proactively identify solutions to improve current processes and brings forward new ideas related to logistics, administration, or operations of the office. Liaise with parking vendors to manage all vehicle and bicycle parking passes requested by RBCA Toronto employees. Ensure smooth and efficient operation all courier packages, FedEx mail outs, in-house shredding and printers. Coordinate and execute all employee business card orders as well as approved branded stationary items. Manage company’s calendar of events and support planning in-house and/or off-site activities. Support various areas of the company with different administrative tasks such as filling, organizing and creating templates and documents as well as assisting on specific projects. Schedule meetings and appointments with team, stakeholders, and vendors. Ensure all boardrooms and IT equipment is functional (videoconference systems) providing support to employees when needed. In some cases, responsible for writing and distributing the meeting minutes. Update and distribute Red Bull Canada contact list. Manage office budget, submit all office related expenses and invoices to finance with the proper coding, in an accurate and timely manner.
PROJECT MANAGEMENT
Collaborate and interact with everyone in a supportive and cooperative manner, always being ready to assist with requests to help problem-solve and achieve desired outcomes. Lead administrator and program support for internal communications platform. Implement office policies, by establishing standards and procedures; measuring results against standards; making necessary adjustments with the guidance from the Executive Assistant and approval from HR and Legal. Play key role in leading compliance of Ontario Health & Safety legislation in the Toronto office with the guidance from the Executive Assistant and under direction of HR. Support HR initiatives and employee programs (i.e., employee engagement, Fit for Flight program, on boarding new hires, etc.) Organize staff celebrations and support the organization of team builders (i.e., arranging logistics, purchasing gifts, booking events) Manage Consumer Affairs and Complaints for the entire Central Business Unit in a timely manner. Support and coordinates office improvement projects (varying in scope and timeframes) under the direction of the Executive Assistant. Assist and support in hosting events outside and within the Red Bull office when needed. This includes, but is not limited to, hospitality program, event management, scheduling, booking Special Occasion Permit, renting glassware, hiring security, arranging post event clean-up, catering, etc. Support Marketing and Sales team in hosting Red Bull events when needed.
Your areas of knowledge and expertise that matter most for this role:
2+ years of experience in a similar roleA demonstrated passion for detail, organization and very solutions orientedExcellent communication (verbal and written, in both official languages) and interpersonal skillsStrong customer-service, people and organizational skillsAbility to work in a fast-paced environment, multi-task, prioritize, and meet deadlinesAbility to achieve high level of performance as part of a team or working independentlyAbility to work with, establish strong working relationships and rapport with staff at all levels of the organizationProficient with MS Word, Excel, PowerPoint and OutlookExperience in completing administrative tasksExperience in identifying and implementing operational efficiencies
Red Bull Canada is committed to treating all people in a way that allows them to maintain their dignity and independence. We believe in integration and equal opportunity. Accommodations are available throughout the recruitment process and applicants with a disability may request to be accommodated throughout the recruitment process. We will work with all applicants to accommodate their individual accessibility needs.
