PROFILE
The Manager, Office Services is an on-site position in DS Montreal’s office and is responsible for the planning, managing and delivery of services for the Montreal, Quebec, Ottawa and Gatineau office environments. Reporting to the National Vice President Operating Officer, the Manager, Office Services will work closely with stakeholders in the transformation of digital information governance and records management, and work within multiple services to ensure operational standards are implemented and maintained. The incumbent also oversees the audio visual and video conferencing, purchasing and/or leasing operations, filing room and facilities functions including the coordination of improvements or expansions of our commercial footprint
RESPONSABILITIES
- Manage daily administrative operations of office services, facilities, work priorities, escalations and assist in resolving problems related to the operations of the department.
- Manage all quotes, track and receive purchases, and process invoices as required.
- Together with the VP, Operating Officer, assist with the preparation of annual operating and capital budgets including maintaining inventory and operating the department within the scope of budgetary and financial controls.
- Main point of contact for contractors and external vendors with respect to coordination and completion of maintenance requirements or work orders.
- Assist the financial department, as needed, to ensure stakeholders process invoices within reasonable timelines.
- Work with external vendors and contractors when necessary, managing relationships and ensuring standards are met with respect to service delivery.
Purchasing and Leasing Operations
- Responsible for the procurement and maintenance of office equipment and photocopiers; recommend vendors and products.
- Manage documentation and tracking of non-IT specific assets, including inventory tracking and coordination of returns.
- Manage financial reporting (actual vs. budget), prepare forecast/budget figures and monitor department expenditures.
- Conducts vendor/product research and provides input on purchasing/vendor recommendations.
Facilities
- Responsible for space planning and optimization; work closely with key stakeholders to ensure adequate usage and allocation of space.
- Liaise with building management as required to ensure the premises are properly maintained in accordance with provincial health and safety requirements.
Records Management
- Ensure the effective and appropriate management and control of the Firm’s records from their creation through to digitization and their eventual disposal.
- Monitor and report on compliance with the Firm’s Information Management Policy; maintain and recommend updates to the policy as required.
- Develop and lead the strategy on storage, retention, digitization and destruction system for all paper records.
- Lead the document and records submittal, transmittal, retention, and destruction processes.
- In collaboration with the COO and CFO, ensure that records/information assets are managed for accountability, compliance and to mitigate records-related risks; communicate with stakeholders as required.
- Oversees training requirements for users on software, system usage, data input, file structure, file location and generation of reports.
Audio Visual and Video
- Coordinate all matters relating to audio/video conferencing and provide operational assistance to users.
- Act as a point of escalation for questions and troubleshooting related to office services.
Ad Hoc
- Provide assistance to other functions within the department, as required.
- Manage and/or support special projects as required.
- Manage and provide guidance to Receptionist and Mailroom staff, assigning work tasks as required.
- In collaboration with stakeholders, provide support on office events.
- Liaise with other departments across the Firm when required for purposes of coordinating specific work tasks to ensure service levels are continuously meeting the needs of the business.
QUALIFICATIONS
- Bachelor's degree in a related field, such as Business Administration, Public Administration, Information Technology and/or a Certification in Information and Records Management.
- Minimum of eight (8) years of relevant progressive experience coupled with a minimum of five (5) years of management experience, including facilities, office services, document control and records management experience, preferably in a professional services environment.
- Experience with change management methodologies (an asset)
- Ability to communicate effectively with the aptitude to take care of clients’ needs in a professional and courteous manner with a strong orientation toward internal and external client service.
- Ability to use discretion when dealing with confidential information.
- Excellent analytical and financial data management skills.
- Excellent oral, written communication, and time management skills.
- Excellent organizational and problem-solving skills.
- Strong commitment to employee safety and well-being.
- Ability to thrive in a fast paced and dynamic work environment.
- Knowledge of Microsoft Office Suite.
- Knowledge of purchasing processes and procedures.
- Bilingualism (French/English) is required.
