Office Manager, FreshBooks

• 5 years of facilities/workplace management experience within a corporate environment
• Strong customer service skills and a collaborative mindset to achieve the best outcomes
• Excellent communication skills (both written and verbal) with the demonstrated ability to communicate effectively across all levels of the organization, considering our diverse employee base
• Sharp organizational and planning skills, with the ability to effectively prioritize workload to ensure that multiple activities are completed in an efficient manner and to a high standard
• A track record of not only identifying opportunities for improvement but also developing strategies and implementing the appropriate changes, often in collaboration with cross-functional teams
• Ability to quickly learn new systems and processes
• A high level of integrity, capable of handling confidential information responsibly
• Experience in managing front-of-house reception functions
• Experience with travel management and expense management
• Proficiency with MS Office Suite, GSuite

Desirable

• As an Office Manager, you will be responsible for supporting our 4E philosophy (Exceptional Employee Experiences Every day) by bringing your customer-service mindset to your interactions with both our employees and external visitos, whether in person or virtually
• You know that you are often the first point of contact, and take pride in creating a welcoming environment for everyone you meet
• Reporting to the Senior Manager, HR Operations & Facilities, you will play a crucial role in ensuring our office operations run smoothly and efficiently
• You will seek and own new creative ways to enhance our in-person experiences, collaborating closely with other in office departments to ensure that our offerings showcase the FreshBooks’ culture while maintaining allocated budgets
• Given the tight connection between in-office experiences and employee experience overall, you will also be a key player in assisting with various HR programs and practices
• You will bring the in-person perspective to these programs, and will advocate for improvements that help FreshBooks achieve its business goals, all in support of the Business Owners and Accounting Professionals we build for
• This role is on-site based in our Toronto office daily Monday to Friday from 8.30-5.30 pm ET
• Be the “Welcome to FreshBooks” committee to greet and welcome visitors with an inviting and professional demeanour
• Care for daily administrative tasks, such as answering and directing incoming phone calls and emails to the appropriate personnel, maintaining a clean and inviting reception area, and handling incoming and outgoing mail and packages
• Act as point of contact for travel arrangements, onsite access, visitors, and workstation assessments
• Manage the processes and management systems that ensure compliance with health, safety, environmental and security legislation and company requirements. This includes participating in the Health and Safety committee, ensuring compliance with local and federal legislation and promoting a safe working environment
• Ensure that appropriate and effective building services are in place, promptly addressing any facility-related issues
• Implement and maintain processes that ensure all onsite facilities are well presented, adequately stocked, and properly maintained, with attention to site-specific requirements
• Regularly review supplier and service relationships and contracts to ensure services are delivered within the approved budgets and standards and make recommendations on opportunities for improvement
• Assist with creation and management of budgets and ensure all financial policies and processes are followed
• Act as the core contributor for office relocations and reconfigurations
• Collaborate with the Employee Experience, IT, and Legal Teams to ensure that consistent and high-quality facilities services are delivered globally
• Foster FreshBooks’ culture by participating in the Social Committee to plan and organize onsite, offsite, and virtual events
• Other Administrative duties and projects as needed, including occasional lifting of up to 15kg