Manager, Facilities and Office Services

Ryan; Mississauga; Hybrid; CAD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a Manager for Facilities and Office Services to oversee global office operations. This role involves managing mail services, supply procurement, and administrative support, ensuring cost efficiency and exceptional customer service. The Manager will collaborate with various teams to enhance office environments and streamline processes. The position offers a dynamic work culture with hybrid options, generous PTO, and a focus on employee well-being. If you have a passion for creating efficient workspaces and possess strong leadership skills, this opportunity is perfect for you.

Benefits

Hybrid and Remote Work Options

Generous Personal Time Off (PTO) Benefits

14 Weeks of Parental Leave Top-Up

Monthly Gym Membership OR Equipment Reimbursement

Health and Dental Benefits Effective Day One

RRSP with Employer Match

Tuition Reimbursement After One Year

Qualifications

• Bachelor's degree with 4-6 years of related experience required.
• Excellent communication and organizational skills are essential.

Responsibilities

• Manage global office mail service and supply procurement functions.
• Direct Office Services staff and ensure high service levels.

Skills

People Skills

Team Building

Initiative

Customer Solutions Orientation

Communication Skills

Organizational Skills

Budget Management

Education

Bachelor's degree (B.A. or B.S.)

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Microsoft PowerPoint

Microsoft Outlook

Job description

Why Ryan?

• Hybrid and Remote Work Options

• Award-Winning Culture

• Generous Personal Time Off (PTO) Benefits

• 14 Weeks of Parental Leave Top-Up (Adoption Included)

• Monthly Gym Membership OR Gym Equipment Reimbursement

• Health and Dental Benefit Eligibility Effective Day One

• RRSP with Employer Match

• Tuition Reimbursement After One Year of Service

The Manager, Facilities and Office Services (“Manager”) manages global office mail service and supply procurement functions, as well as various facilities administrative support responsibilities, to promote cost efficiencies and the highest levels of customer service. The Manager reports and assists the Director, Facilities and Office Services for real estate portfolio management, business unit occupancy planning, emergency response programs, transaction management, design, construction, relocation, furnishings, and specific requirements at Ryan’s facilities globally.

Duties and Responsibilities as they align with Ryan’s Key Results:

People

• Partners with the SVP, CREO in support of planning, designing, and execution to deliver Class A office space, construction services, furnishings, security, audio/visual equipment, relocations, and other projects as required.
• Directs Office Services staff and advises location site administrators for mail and office supply procurement, coordinating work assignments to deliver expected service levels to Ryan internal clients.
• Creates positive work environment, ensuring team is engaged.

Client

• Acts as a key interface with regional business leaders and office services suppliers.
• Responds to Facilities’ issues and maintenance matters in a tactful, supportive, and expedient manner, supporting business operations and minimizing associated expenses.
• Controls work orders to ensure service assignments are completed promptly.
• Collaborates with cross-functional teams to support the acquisition and integration process, ensuring a seamless transition into the organization.

Values

• Collaborates and assists in planning, procurement, and maintenance of furniture, equipment, copiers, signage, artwork, stationery and business cards, office and coffee/break room vending supplies to minimize interruption, control expenses, and improve service quality and efficiency of all offices in the global footprint.
• Maintains accurate documentation necessary in the management of Ryan’s Facilities business policies and processes.
• Conducts office assessments and takes actions necessary to ensure offices and equipment are maintained at an elevated level.
• Supports and maintains standards for Ryan office locations pertaining to construction, furniture, fixtures, and Facilities and Office Services business processes.
• Proactively identifies and makes recommendations to reduce costs and increase efficiencies concerning equipment, resources, and processes.
• Researches, negotiates, and administers national purchasing contracts.
• Performs other duties as assigned.

Education and Experience:

Bachelor’s degree (B.A. or B.S.), and four to six years related experience, or equivalent combination of education and experience is required.

Other Skills and Abilities:

• Excellent people skills.
• Collaborator, able to work independently but with effective team building skills.
• Demonstrates strong initiative and work ethic.
• Customer solutions oriented, with the ability to listen and define actions that satisfy customer needs.
• Proven ability to gather requirements from internal customers to understand the context and business needs driving requests.
• Excellent written and verbal communication, organizational, and planning skills.
• Ability to multi-task, follow-through, and prioritize multiple time-sensitive projects.
• Proven ability to work with budgets focused on planned expense controls.

Computer Skills:

To perform this job successfully, an individual must have good working knowledge and proficiency of Microsoft Word, Excel, Access, PowerPoint, Outlook, and Internet navigation and research.

Certificates and Licenses:

Valid driver’s license required.

Supervisory Responsibilities:

Directly supervises employees in the Facilities department and fulfills management responsibilities in accordance with Firm policies and applicable laws.

Work Environment:

• Standard indoor working environment.
• Extended periods of sitting while working at computer.
• Frequently required to stand, walk, and use business equipment daily, such as P.C., copier, fax, telephone, etc.
• Must be able to lift, carry, push, or pull up to 30 lbs.
• Position requires regular interaction with employees at all levels of the Firm.
• Independent travel requirement: up to 25%.