Office Facilities Manager

ROSEN Swiss AG; Calgary; On-site; CAD 60,000 - 90,000; Full time

Benefits offered by this job

Benefits package

RRSP matching

Hybrid work environment

Career development opportunities

Education assistance

Job summary

ROSEN Swiss AG in Calgary, Alberta, seeks an Office Facilities Manager to lead the local office environment and staff. The role reports to the Country Manager Proficient Integrity Canada and forms part of the Facilities team.

The position oversees office operations, vendor management, HR onboarding, IT setup, events coordination, security, and budgeting support. It requires strong English, 5+ years of admin/office experience, and a proactive, confidential professional attitude.

Qualifications

• 5+ years of Administrative or Office Management experience.
• Outstanding English language skills (writing, proofreading, editing).
• Advanced Microsoft Office capabilities.
• Ability to work well in a team with shifting priorities.
• Professionalism, tact and confidentiality.
• Detail-oriented work ethic.
• Ability to work independently, take initiative and multi-task.

Responsibilities

• Oversee all aspects of the local office environment and guide office admin staff.
• Coordinate local HR support such as onboarding and orientation.
• Provide local IT support coordination with IT team.
• Manage office vendors and procurement for supplies and services.
• Coordinate management meetings, agendas, and minutes.
• Support facility budgets and local communications (ROHOME postings).

Skills

Admin/Ops experience

English proficiency

MS Office

Team player

Detail-oriented

Independent worker

Time management

Stakeholder communication

Office management experience (asset)

Education

University/College degree

Tools

Microsoft Office

Job description

The ROSEN Group is a global leader in providing cutting-edge solutions in all areas of the integrity process chain. Since its origins as a one-man business in 1981, ROSEN has rapidly grown and continues to do so. The international technology group consists of a team of more than 4,000 employees operating in more than 120 countries. You can be a part of securing the safe supply of energy to people and businesses across the globe and help us all move towards an attainable and sustainable future. It is our ambition, above anything else, to contribute to a world where critical infrastructure and the supply of energy is not only efficient, but also protected and reliable.

ROSEN is looking for an Office Facilities Manager that will be based in Calgary, Alberta. This position reports directly to the Country Manager Proficient Integrity Division Canada and will be a part of the Facilities team.

What role you will play in our team
The role oversees all aspects of the local office environment. This role is expected to set expectations and provide guidance and direction to office admin staff, work with facilities and procurement to manage local contracts, and oversee facility management functions of the office.

What will I be doing?

What will I be doing?

• Management of reception staff including mentoring, annual reviews, approval of time cards, coordination of workload, and assignments of tasks for office support.
• Local HR support such as; new employee set up, office orientation, JHSC orientation, and onboarding coordination.
• Local IT support in conjunction with the IT team, to support set up for employees and meetings and local A/V requirements.
• Participation on the local events committee, heavily supporting and coordinating all local events, including the annual holiday party.
• Responsible for overseeing access and security controls. First point of contact for office security inquiries and alarm calls.
• Management of office specific vendors such as mail, couriers, office supplies, and coffee. Partner with Procurement to source suppliers for regular and emergency purchases and build relationship with local vendors.
• Responsible for overseeing goods and services. Analyze requests to determine needs and plan for purchases that benefit multiple groups within the local environment.
• Assist Facilities and the Country Manager in the preparation of the annual office and capital budgets.
• Coordination of management meetings, including, but not limited to, preparing agendas, taking minutes, and additional meeting preparation.
• Receive office related payables for coding and approval.
• Coordinate the local Town Hall in partnership with the Country Manager, Marketing, HR, and other stakeholders, to ensure a consistent presentation and engagement.
• Post building and general office communications on ROHOME, and coordinate local communication as required.
• Provide additional administrative support to local teams as required.
• Provide short term reception coverage for the Front Desk Administrator in case of absence. Fully understand and support front desk reception duties.
• Maintain local storage coordination, including supporting IT, HR, HSE, and Marketing to ensure proper organization, keeping things stocked and up to date.
• Ensuring positive office morale and managing employee milestones by providing applicable gifts and cards (weddings, births, bereavement, etc.).

Facilities Management and Real Estate
• Liaise and maintain strong working relationships with lease operators and tenants.
• Contribute to office maintenance, office equipment maintenance, and renovation requirements in coordination with Facilities and Country Manager.
• Manage office floor plan; maintaining and reporting occupancy and vacancy status.
• Coordination of facility renovations and interiors in association with Facilities and the Office Manager.
• Monitor building maintenance and liaise with cleaning companies and staff for regular cleaning. (Including carpet cleaners, mat rentals, etc.)
• Coordinate and maintain office workstations, including new hire workstation set up, and equipment order in conjunction with IT.

Procurement
• Partner with Procurement to source supplies for regular and emergency purchases.
• Signatory authority on corporate visa and office expenses; signatory on petty cash balance.
• Analyze requests for goods to determine need and plan for purchases beneficial to more than one team.

What are we looking for?

What are we looking for?
• 5+ years of Administrative or Office Management experience
• University Degree or College Diploma in a related field is preferred
• Outstanding English language skills (including writing, proofreading, and editing)
• Advanced Microsoft Office capabilities
• Ability to work well in a team environment, with constantly shifting priorities
• Strong sense of professionalism, tact, and confidentiality
• Detail-oriented work ethic
• Ability to work independently, take initiative, be pro-active, and multi-task to meet deadlines in a fast-paced environment)
• Excellent time management and organizational skills
• Confidence in interacting with all levels of management, and internal and external stakeholders
• Prior experience in an Office Management role is considered an asset.

Additional Qualifications or Skills

Our Offer

ROSEN offers a competitive compensation package, including:

• Comprehensive Benefit plan
• Health & Wellness Program
• RRSP matching
• Volunteer Time Off
• Company paid basic Life Insurance, Accidental Death & Dismemberment, Short Term Disability and Long Term Disability coverage
• Employee Assistance Program
• Generous Vacation and Paid Time Off (PTO)
• Employee Rewards and Recognition Program
• Access to Employee Empowerment Groups
• Hybrid working environment for certain positions
• Annual merit & career advancement increases
• Leadership growth & professional development opportunities
• Education Assistance Program

Legal Disclaimers
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.
ROSEN is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law.
This position may require the operation of a company vehicle or driving on behalf of the company. As such, the employee must possess a valid driver’s license and may be subject to a Motor Vehicle Record (MVR) check. Employment is contingent upon meeting and maintaining the company’s driving eligibility requirements.
Employment is contingent upon the successful completion of a background check and verification of eligibility to work in the country of employment. Please note: Employment sponsorship (e.g., work permits or LMIA-supported roles) is not available for this position, except for current ROSEN employees eligible under internal transfer or sponsorship policies.

ROSEN Canada offers an exceptional working environment, salary commensurate with experience and an incredible benefits package.