Office Manager – Toronto

Personio; Toronto; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Healthcare

Retirement savings

Flat hierarchies

Job summary

Solactive AG in Toronto seeks an Office Manager to welcome staff and visitors, manage daily operations, and coordinate facilities. You will drive the move to a new Toronto space, work with teams across Frankfurt, Berlin and Hong Kong, and ensure safety and logistics run smoothly.

You’ll thrive in an international environment, be highly organized, and lead with a service mindset while coordinating with vendors and internal stakeholders.

Qualifications

• Welcoming and service-oriented mindset for a busy office.
• Highly organized and capable of multi-tasking in a cross-border context.
• Confident communicator, clear in writing and speaking.
• Independent, proactive, and able to take initiative with minimal supervision.
• Comfortable working internationally and coordinating across time zones.
• Experience in office management or workplace coordination is a plus.
• Familiarity with Canadian workplace health & safety requirements is an asset.

Responsibilities

• Serve as the first point of contact for employees and visitors.
• Own day-to-day office operations: ordering supplies, vendors, and services.
• Coordinate facilities, maintenance, and safety compliance with building management.
• Plan team events and engagement initiatives to foster community.
• Lead the upcoming office relocation logistics and vendor management.
• Align standards with Office Managers at other locations (Frankfurt, Berlin, Hong Kong).
• Handle mail, packages, and on-site setup of meeting rooms and tech.

Skills

Customer service

Organizational skills

Communication

Self-motivation

Job description

Company Description

Since its creation in 2007 in the financial city of Frankfurt am Main, Solactive AG has grown to one of the key players in the indexing space. The German multi-asset index provider focusses on tailor-made indices, offering to its clients a faster service, with greater flexibility and at a reasonable cost. Solactive AG and its subsidiaries have become one of the fastest growing index providers over the past few years and support the leading investment banks and asset managers across the globe. We have gained global recognition for our role in the Exchange Traded Fund (ETF) industry, where we rank among the top providers worldwide for underlying indices. We also excel in diverse areas such as Structured Products and investment mandates, showcasing the wide range of our capabilities. The impact and value we bring to the market is palpable, but also in the reputation we have proudly built by being close to our customers, solidifying Solactive AG as a trusted and reliable ally in the ever-evolving global financial landscape.

Job Overview

You’ll be the welcoming face of our Toronto office and the quiet force keeping everything connected in the background. You’ll create an environment where productive work feels good for our team, our guests, and anyone who walks through the door. And here’s what makes this role especially exciting: we’re planning to move into a new Toronto office next year, and you’ll be a key driver of that transition helping to shape a brand-new space from the very beginning and making it truly ours.

Your Tasks

• Serve as the first point of contact in the office, ensuring a warm, open, and professional atmosphere for employees and visitors alike.
• Own the day-to-day office operations: ordering supplies, managing vendors and service providers, and maintaining a smooth-running workspace.
• Coordinate with building management on facilities, maintenance, and health & safety compliance.
• Plan and organize team events, social activities, and employee engagement initiatives that bring people together.
• Lead and coordinate the upcoming office relocation from logistics and vendor management to ensuring a seamless move experience for the whole team.
• Partner closely with Office Managers at our other locations (Frankfurt, Berlin, Hong Kong) to align on standards and share best practices.
• Handle incoming communications, mail, and package management for the office.
• Provide basic on-site support for meeting room setups and technology (coordinating with IT where needed).

Your Profile

• You love welcoming people and bring a naturally positive, service-oriented energy to everything you do.
• You’re highly organized, proactive, and can manage multiple priorities without losing sight of the details.
• You’re a confident communicator warm with people and clear in writing.
• You work independently and take initiative without needing a lot of hand-holding.
• You’re comfortable operating in an international environment and collaborating across time zones.
• Experience in office management, workplace coordination is a plus.
• Familiarity with Canadian workplace health & safety requirements is an asset.

Our Offer

• A role with real ownership: you shape the Toronto office experience from the ground up, including leading our upcoming office move.
• Part of a global FinTech company with offices in Frankfurt, Berlin, Toronto, and Hong Kong.
• Competitive compensation package, including healthcare, retirement savings and other benefits.
• A modern, people-first culture: flat hierarchies, short decision-making paths, no corporate overhead.
• Regular cross-office networking events and a team that genuinely invests in each other.

Your Application

For further information, please visit: www.solactive.com/career/

Please note: no artificial intelligence (AI) is used in the screening, assessment, or selection of candidates for this position.