Office Manager

Hello Trailblazer!  We’re on the lookout for an Office Manager to be the driving force behind our Media.Monks Toronto team.  If you’re adept at orchestrating daily tasks into a harmonious operation, a communication maestro, and a leader with a touch of corporate savvy, then this role is your backstage pass.  Step into the beating heart of our dynamic Toronto.Monks team and space!

We are seeking an experienced and forward-thinking Office Manager to lead and optimize the day-to-day operations of our office.  The ideal candidate will possess exceptional organizational skills, effective communication, and leadership abilities.  The Office Manager will be instrumental in fostering a collaborative and inclusive work environment while ensuring the efficiency of administrative processes.  This role goes beyond traditional office management, incorporating responsibilities related to health and safety, training, compliance, culture building, and helping to implement our return to office plans.

Responsibilities:

Morning Operations Maestro

• Commence the workday by opening the office promptly at 9:30 am, setting a positive tone.
• Conduct two daily walkthroughs to ensure the office is meticulously prepared for client and employee engagements.

Welcoming Ambassador & Cultural Curator

• Serve as the welcoming face for guests, ensuring they feel at ease and seamlessly connected to their designated hosts.
• Oversee the space set-up of communal areas within our open and modern workspace as it continues to evolve to meet the needs of our people requirements.
• Act as our Cultural Ambassador, contributing to the cultivation and enrichment of our Monks.Culture.

Vendor Relations Virtuoso

• Represent the organization in interactions with various vendors, ranging from facilities and maintenance to cleaning crews and catering.

Team Integration Specialist

• Facilitate the integration of new team members through detailed office tours, acting as their go-to resource for any inquiries.

Facility Management Savant

• Ensure the office remains well-stocked with essentials, ranging from groceries to supplies to cutting edge technology and beverages.
• Efficiently manage phone calls, emails, and distribution of packages (in-coming/ outgoing).
• Oversee the day-to-day maintenance of the office premises, ensuring a clean, organized, and well-functioning environment.
• Collaborate with vendors to address facility-related issues promptly.
• Conduct regular inspections to identify and address maintenance needs.

Errand Coordination Extraordinaire

• Undertake various errands, spanning key cutting to lunch pickups, showcasing your adaptability to diverse responsibilities.

Social Committee Collaborator & Culture Builder

• Lead the Social Committee, contributing to the planning and execution of both onsite and offsite initiatives.
• Spearhead the celebration of holidays, birthdays, and significant anniversaries.
• Play a pivotal role as Culture Builder, fostering a positive and inclusive environment.

Safety Sentinel

• Uphold our commitment to health and safety by serving as the certified employee representative on the Joint Health & Safety Committee.
• Spearhead Health & Safety Initiatives, ensuring compliance with the OHSA.

Travel Logistics Supporter

• Assist the Toronto.Monks team by supporting travel and accommodation bookings as needed.

Monetary Blueprint

• Collaborate in budget creation and proactively monitor expenditures.
• Efficiently process invoices and reconcile financial transactions.

About You

As an Office Manager overseeing facility management duties, you are the orchestrator of a seamless and efficient workplace.  Your role involves meticulously curating the office environment, ensuring optional functionality, and fostering a conducive atmosphere for productivity.  From overseeing space utilization and layout planning to managing office supplies and equipment, you are the guardian of a well-equipped and organized workspace.  

Your duties extend to coordinating maintenance activities, liaising with vendors, and ensuring compliance with safety regulations.  An essential aspect of your role is to create a welcoming ambiance for both team members and visitors, thereby contributing to a positive and collaborative work culture.  

You are the architect of an operational nucleus where every detail aligns to facilitate a smooth and productive ecosystem.

The essentials:

• 3-5 years of proven intermediate-level experience as an Office Manager, preferably in the AdTech or related industry and/or progressive work experience.
• Demonstrated strong organizational, time management and multitasking abilities.
• Proficiency in a Mac environment and in Google Workspace (Gmail, G-docs, G-sheets, etc), or MS Office Suite and other contemporary software.
• Commitment to confidentiality and handling sensitive information.
• Strong interpersonal and communication qualities.
• Bachelor’s degree or diploma in Business Administration, Management, or a related field.

At Media.Monks, we believe in fostering an environment where a diversity of perspectives can thrive. We proactively work to design hiring processes that promote equity and inclusion while mitigating bias. We celebrate diversity and are committed to building a team that reflects the communities we serve. We welcome and encourage qualified applicants, from all backgrounds, who are excited to contribute to our mission.  

Media.Monks is committed to ensuring equal access and participation for people with disabilities. We are committed to treating people with disabilities in a way that allows them to maintain their dignity and independence. We believe in integration, and we are committed to meeting the needs of people with disabilities in a timely manner. We will do so by removing and preventing barriers to accessibility and by meeting our accessibility requirements under local accessibility laws.