Office Operations Manager

Location: Toronto, ON, Canada
Date Posted: 04-17-2019
OFFICE OPERATIONS MANAGER
Management Consulting
Professional Services
Financial Services


Summary
Our client, a leading professional services firm located in the financial district, is seeking an Administrative Operations Manager for their Head Office. The Manager will be responsible for the leadership of the Administrative and Operations team within a highly dynamic and client-focused professional services environment.  In addition to day-to-day management responsibilities, the Administrative Operations Manager will be charged with continuously advancing organizational and individual capabilities such that the Toronto office sets the model for best practice and professionalism for the entire organization.
 
The Administrative Operations Manager will be responsible for delivering results and efficiency, while creating trust-based relationships with the Managing Partner, Partners, Peers, and the Administrative teams. The Administrative Office Manager is also the liaison to Corporate Operations regarding Facilities, Finance, IT, Human Resources and Marketing and must have the ability to work effectively with corporate staff. 
  
Responsibilities
This is an outstanding opportunity for a leader with experience creating high performance administrative and operational teams and a proven track record of creative problem solving and change management to join a high growth, client driven organization.
 
  • Oversight of all local office administrative and operational functions, including recruitment, orientation, training, development, day-to-day management and mentoring for administrative support and office services staff.
  • Partner with local HR leaders to provide recruitment, orientation and onboarding support for all new hires. 
  • Oversee administrative processes to effectively onboard all new employees at the local office level. This includes implementing legal, documentation, and policy-related processes, as well as providing general onboarding to office and company operations. Operate as the Employee Relations point of contact for the Toronto team.
  • Prepare orientation schedules and arrange training for all new administrative hires including software and technology instruction, process training, and office equipment training.
  • Establish and monitor staff performance and development goals; assign accountabilities; set objectives; establish priorities; monitor results and conduct annual performance appraisals in partnership with the Managing Partner.
  •  Manage the work environment to achieve maximum productivity and quality. Work closely with administrative staff to ensure system tools and training are up-to-date. Ensure proper communication, follow-up and workflow plans are in place for all deadlines to be met.
  • Lead administrative staff meetings to communicate directives, reinforce teamwork, and implement best practice opportunities.
  • Manage Client Services Coordinator activities to ensure meetings, video conferences, training sessions and other events are organized, set up and dismantled in a timely fashion and technology is tested in advance for a seamless experience.
  • Work closely with the Managing Partner and the Chief Operating Officer in all matters affecting the smooth running of the Toronto office, including but not limited to assisting with office billing and accounting procedures; appropriate approval accountability for accounts payable up to authorized levels; assist the MP with monitoring annual budgets and tracking and reporting of revenue; and generating special reports.
  • Maintain office facilities including selection of office space and furnishings; internal office moves and new hire facility preparation; maintain office equipment; liaise with property management to ensure proper facility maintenance as well as code compliance and office security.
  • In a combined effort with office staff, maintain an attractive, orderly office environment. Coordinate with corporate departments on matters impacting the local office and act as the office lead for the roll out of corporate initiatives.
  • Participate in monthly IT calls and represent the Toronto office; provide guidance regarding hardware and software upgrades/training; troubleshoot; disaster recovery, etc.  Remain current with technology developments and trends.
  • Work with marketing division to coordinate the dissemination of marketing materials for office mailings; maintain brochure supplies; order branded materials; obtain articles for specific mailings; manage updated master documents.
  • Manage year-end process including coordination and communication of accounting timelines and assist in ensuring all year-end process requirements are anticipated early and deadlines are met. 
  • Coordinate special projects in conjunction with the Managing Partner such as team events and office-wide training or meetings.
 
 Requirements
  • 10+ years’ operations and administrative experience with 5+ years of supervisory experience of administrative teams.
  • Bachelor Degree in Business Administration or a related field
  • Track record managing the day-to-day operations function within a large office context with direct senior supervisory experience working within a client-focused professional services environment.
  • Excellent communication skills (oral, written, and listening) and ability to interact well with all levels of the firm.
  • Ability to manage key productivity and development initiatives, in parallel with day-to-day activities is very important.
  • Ideal candidate must be confident yet bring a level of diplomacy to develop productive professional relationships.
  • Highly motivated, demonstrate good judgment, and possess superior interpersonal skills.
  • Ability to attract, develop and retain the highest quality administrative talent.
  • Understanding and working knowledge of office technologies such as videoconferencing and presentation software/hardware is required.
  • Working knowledge of SAP and various modules of time recording would be advantageous.

Similar Job Titles:
Administrative Office Manager
Administration Manager
Operations Supervisor
Office Manager
Office Supervisor
General Manager
Branch Manager
Office Administrator
Project Manager
Executive Assistant
Team Lead
Branch Administrator

 
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