Facilities Coordinator/Office Manager, Toronto, ON

About us:

The Rostie Group is a flexible office provider and event venue located in Toronto’s waterfront neighbourhood. We provide full service executive offices, flexible workspace, virtual offices, meeting and training rooms, as well as hybrid meetings.

Job Summary:

We are seeking a dynamic and proactive individual to oversee the day-to-day operations of our business centres. Reporting directly to leadership, you will play a key role in ensuring smooth operations, delivering outstanding customer service, and fostering a vibrant and collaborative community. You will lead, train, and develop a team to maintain the highest standards of service and functionality within our facilities.

Key Responsibilities:

Manage daily operations to ensure seamless functionality and exceptional customer experiences.

Oversee space reservations, ensuring efficient allocation and utilization of resources.

Assist in space planning, office infrastructure, construction projects/space upgrades and purchasing agreements.

Work collaboratively with management and over-see the successful completion of projects in the centre including sourcing/working with vendors, technicians, contractors, property management, etc.

Assist and coordinate logistics, design, set-up and build-out of all office spaces

Facilitate all tenant move-in/move-outs

Manage vendor relationships, coordinate and over-see repair and maintenance work performed by technicians, vendors, contractors, janitorial work, etc.

Communicate work orders to technicians and assist management in resolving any issues

Landlord relations – primary contact with building management for security, parking, building systems shutdowns and emergencies.

Understand all aspects of the physical space and how various facilities equipment functions (security, lighting, audio-visual, etc)

Manage day-to-day maintenance, service calls and trouble-shooting

Conduct facility inspections (common areas and tenant offices) as required, documenting facility conditions and liaising with building support, cleaning and maintenance teams as needed to maintain the high standards of our centre.

Procurement – setting up vendor agreements, contracts, ordering and tracking delivery of supplies

Assist with billing processes to ensure accuracy and timeliness

Demonstrate ability to manage short term deadlines and changing priorities

Assist tenants and meeting room clients with basic technology support (hooking up laptops, setting up video calls, casting to large screens, etc)

Skills and experience:

3 – 5 years experience in facilities/office management in a similar or relevant environment

Excellent written and verbal English language skills

Experience communicating with landlords/building management, vendors, contractors, tenants and visitors

A self-starter with the ability to assume additional responsibilities and work flexible hours as required.

Able/willing to respond to facilities emergencies after hours and/or on weekends.

Strong multi-tasking skills - able to juggle multiple, changing priorities

Strong organizational skills and a high level of attention to detail

Please contact Rostie & Associates for more details at Rostie@rostie.com Ref: Rostie Job ID# 3389