PURPOSE OF THE ROLE

We are looking for a highly organized, proactive, and service-oriented Office Manager to take ownership of the day-to-day operations, facilities, and overall experience of our Greenstone Canada workplace. This is a hands-on, multifaceted role that combines facilities and office management, administrative support, vendor coordination, and employee experience. As the person responsible for our physical workplace, you will ensure our office is consistently clean, organized, well-maintained, and welcoming, creating an environment that reflects the professionalism and standards of our organization.

We are looking for someone who takes genuine pride in their environment, notices the details, anticipates needs, and takes initiative without waiting to be asked. This is a full-time, on-site position requiring five days per week in the office. Being physically present and actively engaged in the day-to-day workplace is essential to the success of this role. Willingness to adjust priorities and hours when needed to support company events, new employee onboarding, and other activities that may require additional onsite support or coordination is also important.

KEY ACCOUNTABILITIES

1. Facilities & Workplace Management

- Take ownership of the daily operation, cleanliness, organization, and overall presentation of the Greenstone Canada office, including reception, kitchen, meeting rooms and common areas
- Maintain a consistently high standard of cleanliness and organization throughout the office, taking a hands-on approach to ensuring shared spaces are tidy, presentable, and ready for use
- Act as the primary on-site contact for building management, contractors, and service providers
- Coordinate building access for employees and support office seating plans, workstation assignments, office moves, and space optimization
- Help ensure the workplace complies with applicable health and safety requirements and maintain relevant documentation
- Take initiative to continuously improve the functionality, appearance, and overall experience of the physical workplace

2. Vendor, Purchasing & Inventory Management

- Coordinate and manage relationships with office-related vendors and service providers, including cleaning, maintenance, coffee and water services, waste management, shredding, and other workplace suppliers
- Monitor vendor performance and service levels, addressing issues and ensuring agreed-upon standards are maintained
- Manage office supply and kitchen inventory, including ordering, receiving, organizing, and replenishing supplies




- Obtain quotes, coordinate purchasing, and identify opportunities for cost efficiencies
- Process and track vendor invoices, purchase orders, and related documentation
- Maintain accurate records of vendors, contracts, facility requirements, and office assets

3. Office Operations & Employee Experience

- Serve as the primary point of contact for office-related questions, requests, and day-to-day needs
- Provide a warm, professional, and welcoming experience for employees, candidates, clients, business partners, and other visitors
- Coordinate visitor arrivals, meeting logistics, and hospitality requirements, ensuring the office is appropriately prepared for leadership meetings, client visits, interviews, and other important gatherings
- Coordinate incoming mail, arrange couriers, accept deliveries, and manage general office correspondence
- Assist with seating arrangements, office communications, and general workplace logistics
- Be a visible, approachable, and helpful presence in the office, fostering a positive and collaborative environment

4. Events, Engagement & Culture

- Manage our weekly office blog and company intranet
- Support company-wide events, including Town Halls, leadership meetings, team celebrations, and the annual holiday party
- Coordinate catering, vendors, logistics, room setup, and other event requirements
- Work with the HR team and leadership to support employee engagement and workplace culture initiatives
- Help recognize employee milestones, achievements, birthdays, anniversaries, and other important occasions
- Assist with internal communications and other initiatives that support connection, collaboration, and a solid sense of belonging

5. Administrative & Leadership Support

- Provide administrative support to senior leaders and the broader organization as required
- Consolidate information and work with raw data to support the preparation of presentations, reports and presentations
- Provide administrative support for internal projects and initiatives, working collaboratively with HR, Sales, Finance, IT, and other departments
- Manage multiple priorities and deliver accurate, high-quality work within established timelines





6. Financial & Budget Administration

- Support the administration and tracking of the office and facilities-related budget
- Process invoices, track expenditures, and maintain accurate financial records
- Obtain and compare vendor quotes and support purchasing and approval processes
- Identify opportunities to manage costs effectively while maintaining appropriate service and workplace standards

WHAT WE'RE LOOKING FOR

- 3–5 years of experience in office management, facilities coordination, workplace operations, administration, or a similar role
- Demonstrated experience managing day-to-day office operations, facilities, vendors, and workplace logistics
- A genuine willingness to take a hands-on approach to maintaining the physical workplace, including cleaning, organizing, and maintaining shared spaces such as kitchens and meeting rooms
- Strong organizational skills and meticulous attention to detail- you notice what needs to be done and take ownership of getting it done
- A proactive, solutions-oriented mindset with the ability to anticipate needs and address issues independently
- Strong administrative capabilities and proficiency in Microsoft Office with the ability to learn new systems and technology quickly
- Excellent communication and interpersonal skills, with a naturally welcoming, professional, and service-focused approach
- The ability to manage competing priorities, work independently, and adapt in a fast-paced environment
- A collaborative One Team mentality and willingness to jump in wherever support is needed
- Discretion, professionalism, and sound judgment when working with employees, leaders, visitors, and external partners

THE PERSONALITY & APPROACH THAT WILL MAKE YOU SUCCESSFUL

You are someone who

- Takes pride in creating and maintaining a clean, organized, and professional workplace
- Understands that no task is beneath you and is willing to roll up your sleeves to get things done
- Notices the little things that make a big difference to the employee and visitor experience
- Is naturally organized, resourceful, and comfortable taking ownership without needing constant direction
- Enjoys being around people and takes pride in making others feel welcome and supported
- Is energetic, approachable, and brings a positive attitude to the workplace every day
- Balances attention to detail with the ability to see the bigger picture
- Takes initiative, follows through on commitments, and holds themselves accountable for results

📌 Office Manager (North York)
🏢 Greenstone Financial Services Canada
📍 North York