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Office Manager

October 26 2021
Industries Real Estate
Categories Administrative, Clerical, Office manager
Toronto, ON

About QuadReal Property Group

QuadReal Property Group is a global real estate company headquartered in Vancouver, British Columbia. Assets under management are $61.2 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has evolved its capabilities to invest in public and private debt and equity markets. QuadReal invests directly, via programmatic partnerships and through operating companies in which it holds an ownership interest.

QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.

QuadReal: Excellence lives here.

www.quadreal.com

This role will report to the Chief Operating Officer and will be responsible for overseeing the corporate facilities of the Toronto office. This role is well-suited to someone who is a confident, pro-active, independent problem-solver with superior organizational skills and the ability to handle ambiguity, juggle multiple responsibilities, and likes to develop and sustain cooperative working relationships. The role requires the incumbent to be goal-oriented and driven to achieve excellence, and to demonstrate a high regard for confidentiality.

Please note that this is a 16 to 18 month contract opportunity.

Responsibilities:

  • Set up (as required), organize, and facilitate all administrative activities to ensure the smooth running of the office

  • Supervise and manage Receptionist and Office Services Assistants (2-3 team members). Provide guidance and mentorship to the Office Services team

  • Create and manage an office budget

  • Coordinate space planning initiatives with COO

  • Negotiate and manage contract and price negotiations with office vendors and service providers (credit cards, phone, transport, stationery, printers, photocopiers etc.)

  • Build relationships and work closely with other Executive Assistants at QuadReal’s head office, MCC office, Calgary, and Victoria. It will likely be necessary to interact with Office Services staff in our international locations as well.

  • Build a positive working relationship with the property staff at Commerce Court

  • Provide support for all visitors to the Toronto office, ensuring they have the relevant security access, and that office space or meetings room are ready for their arrival

  • Coordinate with IT in relation to all IT equipment and to troubleshoot any IT problems

  • Partner with HR to maintain office policies and to onboard and offboard employees

  • Ensure the office is kept in excellent condition and arrange for necessary repairs; manage fire & safety / health & safety regulations for the office; and maintain all office supplies

  • Manage a system for sorting/distributing incoming and outgoing post; and managing all incoming telephone and email enquiries

  • Create and maintain office operations manual (i.e., procedures and standards to guide the operation of the office)

  • Ad-hoc administrative tasks and ad-hoc project work as required

Qualifications & Experience:

  • Minimum 3 years of relevant experience, with prior experience setting up and managing an office required

  • Organizational Skills – must be able to allocate time effectively and work under pressure to meet tight deadlines, handle multiple demands and competing priorities, and adapt to new ideas and constant change. Must be able to use initiative and self-management skills to work independently with minimal direction and respond effectively to issues that arise.

  • Relationship Management – must demonstrate the ability to develop and sustain collaborative and trusting relationships throughout changing or difficult circumstances; and be comfortable working with others with differing opinions and be able to challenge and influence in a negotiable manner.

  • Resourceful, innovative, highly service-oriented, and a team player

  • Technologically sufficient with intermediate skills in Microsoft Office

QuadReal Property Group will provide reasonable accommodation at any time throughout the hiring process for applicants with disabilities or for those needing job postings in an alternate format. If you require accommodation, please advise the Talent Acquisition team member you are working with and include the following: Job posting #, your name and your preferred method of contact.

QuadReal has introduced a mandatory COVID-19 vaccination policy that requires full vaccination against COVID-19 for everyone working in our offices or sites. Accordingly, a successful candidate offered employment at QuadReal will need to provide proof of full vaccination prior to commencing employment, subject exemptions permitted under applicable employment and human rights legislation.

Want to learn about our end-to-end recruitment process? Click this link for a short video that will take you through each step, so you’ll know exactly what to expect.

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