Office Manager

Titmouse Vancouver is looking for an enthusiastic and efficient full-time Office Manager to join our awesome Facilities team! This position handles company parties and events as well as requirements for the building itself.

The Office Manager oversees the day-to-day appearance and functionality of the 20,000 sq. ft. Vancouver Studio location, providing general administrative support to as many as 250 onsite employees and various guests, as well as partnering with building management, vendors and service providers for overall upkeep of the space. The position supervises one onsite employee.

KNOWLEDGE, SKILLS, AND REQUIRED ABILITIES

• Minimum 2 years of experience as a facilities manager or in a relevant position, preferably in the entertainment industry.
• Minimum 1 year of experience in a direct supervisory role.
• Experience planning and executing events.
• Must be legally eligible to work in Canada currently; Titmouse is unable to assist candidates in obtaining Canadian work authorization.
• Basic knowledge of building systems, including HVAC, electrical, and plumbing.
• Vendor coordination and contract negotiation experience.
• Space planning and MAC coordination experience.
• Knowledge of furniture and furniture systems.
• Excellent planning and organizational skills; must be detail-oriented.
• Strong verbal and written communication skills, as well as proven interpersonal and leadership skills.
• Able to collaborate and work effectively with different teams and stakeholders.
• Able to work independently and oversee a team, providing clear direction in tasks and deadlines.
• Self-starter, resourceful, and possess innovative problem-solving abilities in approaching tasks and troubleshooting.
• Strong time management skills with the ability to effectively prioritize and manage multiple projects simultaneously, following through on issues in a timely manner.
• Being flexible and adaptable is essential.
• Outgoing with an enthusiastic commitment to providing excellent customer service.
• Experience with invoice processing and budget management.
• Familiarity with facilities management software, access control software, and ticketing systems such as Office Space, Avigilon, and JitBit.
• Ability to quickly learn new software applications.
• Strong computer proficiency, preferably in Google Suite.
• Able to lift up to 50 lbs.
• Valid driver’s license and vehicle is an asset.
• Knowledge of health, safety, and environmental regulations preferred.
• Basic knowledge of construction and project management preferred.
• Certification in facilities management (CFM or FMP) and/or a Bachelor’s degree in facilities management or a relevant field is an asset.
• Past experience or exposure to working in an animation or visual effects studio is an asset.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Act as the main onsite contact person for general studio operations - oversee space planning, access control, employee service requests, common areas, daily repairs/maintenance (need working knowledge of HVAC and MEP), manage janitorial and security services, coordinate onsite events.
• Supervise Building Services Assistant/Receptionist, including approving timecards, conducting regular assessments and supervisory oversight.
• Maintain and enhance the studio’s condition by conducting quality control inspections and arranging repairs/maintenance with building management or outside vendors to ensure the studio is presentable and neat at all times.
• Source and oversee work of vendors and service providers.
• Coordinate vendor contract negotiation, project/product sourcing and invoice processing; work with the Director of Facilities to ensure budgets are on track.
• Oversee onsite coordination of renovation and upgrade projects; manage furniture inventory, moves, repairs and purchases.
• Act as a point of contact for facility-related emergencies or issues.
• Implement and manage emergency plans and preparedness strategies.
• Participate in the Joint and Occupational Health and Safety Committee and work in conjunction with the HR Department in ensuring the health and safety of the studio adheres to WorkSafeBC standards.
• Field requests and coordinate internal employee inquiries through service ticketing system (requests for office supplies, furniture changes, conference room bookings, badge re-activations, general R&M, etc.).
• Conduct new hire tours of the Vancouver studio, as well as organize local school tours upon request.
• Manage space allocations, participate in the onboarding process and handle MAC requests.
• Partner with HR and IT Teams on a daily basis to enforce and update office policies and procedures as necessary.
• Supervise security vendor and provide guidance on all security matters. Occasional night and weekend consults may be required.
• Oversee access control and CCTV camera systems utilizing Avigilon software, providing daily support for badging requests and monitoring of camera footage.
• Coordinate parking requests and space assignments; arrange valet services if needed.
• Oversee all common areas in the buildings - lobbies, kitchens, conference rooms and maintain inventory of office and kitchen supplies.
• Supervise day porter and nighttime cleaning crews; handle basic cleaning in the absence of janitorial service (empty trash, refill washroom supplies, load and unload dishwashers, etc.).
• Coordinate and oversee in-house events and parties as well as offsite events when requested; may require occasional late night or weekend hours.
• Other duties as assigned.

REQUIRED WORK HABITS

• Adhere to all Titmouse, Inc. policies and procedures.
• Maintain courteous and cooperative manner with all staff and outside contacts and demonstrate respect and a positive attitude toward them at all times during assigned workday.
• Be a team player, but also take initiative and be flexible in assisting others to the best of their ability to ensure accurate work product.
• Be organized in work areas, files, etc., contributing to the efficiency and accuracy of work within the assigned workday and avoiding unnecessary extra time.
• Be able to comprehend assignments or to clearly and concisely ask for clarification until the assignment is understood.
• Exhibit dependability by arriving and leaving work on time; by taking the allotted time for lunch and breaks; by limiting personal telephone calls and socializing to break periods.
• Occasional overtime and weekend work may be required.
• Engage in conduct that enables the company to achieve its goal of providing a professional work environment and that is not disruptive to that environment.
• Be willing to put forth best effort at all times during the assigned workday.
• Maintain confidentiality of all financial, legal and proprietary matters.

Titmouse is an independent award-winning full-service animation production company with studios in Vancouver, NY, and CA. We are a big company with a small company spirit working on some of the coolest animation anywhere!

Titmouse is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills and experiences within our workforce.