Office Manager

We are currently seeking an energetic, organized, and detail-minded individual to join the Prime Quadrant team (residing in Toronto). This is a hands-on role, and the successful candidate will be responsible for creating that first impression of our firm as they will be the first person many of our clients and guests will meet upon arrival. Reporting to the firm’s Chief of Staff, the Office Manager will form an integral part of a growing team in a fast-paced environment and will work closely and collaboratively with Prime Quadrant’s team members in the Accounting and Finance, Human Resources, and Social Events teams.

Primary Responsibilities

Front Desk Management & Customer Service

• Greeting clients, visitors, and guests upon arrival including seating and providing refreshments
• Tending to client and visitor questions and providing exceptional customer service
• Attending to all receptionist duties including answering the phone (Zoom-synched landline/desktop application) and directing out calls as needed
• Managing the Outlook meeting room calendar and assisting team members with bookings
• Setting up and cleaning rooms before and after meetings
• Ordering and receiving outside catering for meetings as requested
• Training a team of interns (2-3) on front desk duties and managing coverage schedules
• Ensuring that the front desk and reception area are kept clean and organized at all times

Office Management

• Maintaining kitchen orderliness and cleanliness
• Ordering office supplies and groceries and managing office inventory and budget
• Liaising with Colliers building management and maintenance team for any premises issues via their online request portal and email  
• Supporting the Chief of Staff with special projects as needed
• Liaising with external vendors for services such as printer maintenance, shredding, postage machine needs, and water filter servicing
• Performing administrative duties such as filing and updating records
• Developing, implementing, and maintaining office policies and procedures
• Planning and executing team member orientation, philanthropic, and social events
• Maintaining company directory and team member contact lists
• Coordinating subtenant move-ins and -outs with building management
• Serving as a key member of the office Health and Safety Committee

Human Resources Support

• Providing office orientations and onboarding for new team members and subtenants
• Utilizing our Human Resources software (Asana) to track onboarding and offboarding items
• Coordinating with internal teams to create accounts on systems and platforms and to provide new hire information for LinkedIn social media posts
• Liaising with hiring managers to track the recruitment status of current opportunities within the firm and sharing weekly updates with the HR Committee
• Serving as a key point of contact for new team members prior to their start date (i.e., tax forms, void cheque information, first week schedules, etc.)
• Managing the quarterly student internship program with universities and interns
• Managing quarterly subsidy applications with the government-funded Magnet Program at the Toronto Metropolitan University

Accounting & Finance Support

• Supporting the Accounting and Finance team by performing accounts payable and accounts receivable duties
• Maintaining a clean and organized database of invoices and receipts
• Trusted gatekeeper of Prime Quadrant’s corporate credit card  
• Keeping company vendor records organized and readily available
• Receiving and distributing cheques as needed

Key Attributes

• Proven client service orientation – you get energy from people
• High degree of accuracy, organization, and time management
• Excellent written and verbal communication skills
• Ability to prioritize, multi-task, and work in a fast-paced environment
• Strong analytical, project management, problem-solving abilities
• Able to work well within a team environment and in a collaborative manner
• Able to work independently and proactively with minimal management supervision
• Willingness to continuously go above and beyond to provide an exceptional client experience
• Dedicated to the requirement of working full-time, in-office five days per week

Qualifications

• Post-secondary education
• Proven office management, administrative, or assistant experience
• Exposure to the client service environment
• Accounting systems experience an asset (especially Great Plains and SAP Concur)
• Excellent verbal and written communication skills, with fluency in English
• Strong Microsoft Office technical knowledge
• Experience with e-signature platforms like DocuSign and Adobe Sign

Compensation

• Industry competitive base salary with a performance-based bonus structure
• Health benefits via participation in the firm’s health spending account
• Entitled to receive awards under the firm’s Key Exemplary Employees Plan as per its terms and conditions
• Up to $1,000 per annum relevant continuing education expense
• Career advancement with demonstrated performance
• 3 weeks’ vacation per annum