Office Manager

ROLES AND RESPONSIBILITIES

• Supplier Management and Employee Services:


• Manage relationships and participate in RFPs and supplier selection.
• Oversee and track contracts.
• Define needs and ensure quality of services provided.
• Handle invoicing processes and liaise with the Finance team.
• Monitor budgets.
• Coordinate studio-related maintenance work and accesses.


• Security Management:


• Ensure optimal studio security (surveillance, vandalism prevention, security systems, emergency contacts, etc.). Implement processes and plan necessary resources to maintain safety.
• Be proficient in the security system's operation, optimizing its use and daily impact.
• Manage and distribute access key cards.
• Act as the first responder in emergency situations.


• Supervision and Task Optimization – Night Watchperson and Logistics & Maintenance Agent:


• Night Watchperson:
• Site security.
• Minor work (improvements, furniture assembly, organizing, etc.).
• Inventory updates.
• Some light cleaning-related tasks.
• Logistics & Maintenance:
• Space maintenance: manual tasks, repairs, organizing, layout, etc.
• Errands and various purchases.
• Supplier relationships.


• Facility Improvements Management:


• Centralize and oversee all layout/change requests.
• Identify necessary improvements and coordinate related requests.
• Act as the liaison with the building owner when needed.
• Monitor the renovation/improvement budget.


• Space Management in Relation to the Building Owner:


• Manage the lease with the owner in collaboration with the legal department.
• Oversee and track parking space allocations.
• Maintain a positive relationship with the owner and handle service requests.


• Inventory Management Related to Space Needs:


• Develop tools and optimize the inventory process.
• Track inventory and orders with relevant stakeholders.
• Manage or delegate inventory update tasks and supervise their execution.

YOUR JOURNEY INCLUDES

• College diploma (DEC) in Administration, Operations Management, or any other relevant field.
• 3 to 5 years of relevant experience in office management, logistics, or equivalent.
• Demonstrated skills and experience in managing staff and service providers.
• Professional fluency in both French and English, written and spoken.
• Proficiency with both Mac and PC platforms, and strong skills with Google Suite (Docs, Sheets, etc.).
• An interest for AI.

YOUR QUALITIES

• Responsible, with strong organizational and time-management skills.
• Resourceful and detail-oriented (rigorous).
• Responsive and available.
• Diplomatic.
• Able to work in a fast-paced and constantly evolving environment.
• A true team player with strong interpersonal skills.

SOME PERKS THAT COME WITH WORKING AT MF

• Hybrid work mode to optimize work-life balance.
• Group insurance benefits for you and your family.
• Wellness account allowing you to claim personal expenses.
• inspiration account.
• Free access to Dialogue telemedicine service, to quickly respond to your health concerns and those of your family.
• 5 paid sick days per year.
• Personalized training and skills development plan through the MF School.
• Daily meals at reduced cost, snacks, and coffee available at all times.
• MF Life Department, a catalyst for employee wellness initiatives (physical, mental health, social activities, etc.).