City : Toronto

Category : PERMANENT FULLTIME

Industry : Insurance

Employer : Definity

What can you expect in this role? 

Office Operation Management 

• Manage daily office operations for multiple locations, including Definity and Sonnet offices
• Conduct daily office walk-throughs to assess and address operational needs
• Coordinate with facilities for office renovations, maintenance, and repairs
• Handle building access requests, shuttle passes, and parking arrangements for all Definity employees
• Oversee mailroom operations, including distribution and shipping of mail and packages
• Manage Sonnet mail services returned mail upload process
• Coordinate with corporate services for office-related matters
• Serve as the main point of contact for corporate services inquiries
• Manage and update the Obeya Board for Continuous Improvement initiatives (adhoc)
• Coordinate office moves and reconfigurations as needed

Administrative Support and Communication 

• Manage the NCE and Sonnet Admin Calendar and update meeting agenda requests
• Process access requests, create service tickets, and troubleshoot issues for entire PI department
• Assist with comprehensive onboarding and offboarding processes across departments
• Handle special requests such as flowers, gift baskets, baby car seats, and volunteer shirts
• Create and track pink slip requests, including waybill creation and mailing
• Manage Definity reservation requests for hoteling stations and meeting rooms
• Provide on-site assistance to Executive Assistants and other departments
• Support AMA/Fireside Chats/Meetings for Senior Leadership Team, including email communication, calendar invites, and room setup
• Assist with communication and coordination for office engagement initiatives and employee resource groups

Cater, Event Management and Food Services Support 

• Coordinate catering for meetings, trainings, Sonnet Sprints, and holiday events
• Manage food distribution, labeling, and clean-up during Sprints
• Oversee daily food-related tasks: proper labeling, inventory management, and cleanliness
• Monitor and ensure considerate food portions during events
• Coordinate with vendors for regular food and snack deliveries
• Manage Costco snack inventory and distribution
• Assist with on-site events and employee group activities
• Track daily office attendance for leadership
• Coordinate and assist with office tours for visitors and new employees

Equipment, Supplies, and Facility Management 

• Process equipment requests for new hires, replacements, accommodations, and ergonomic needs
• Manage equipment collection process for all departments at Definity location
• Maintain inventory and order office supplies, including coffee supplies, kitchenware, and specialized items
• Perform basic maintenance on office equipment such as coffee machines and lockers
• Manage Definity Plus points requests for Training team & Office Engagement Committee
• Oversee the stocking and maintenance of meeting rooms, including supplies and technology
• Coordinate with facilities for cleaning, maintenance, and repair of various office areas
• Manage the office's environmental controls, including temperature and lighting
• Oversee the maintenance and stocking of kitchen areas, including fridges, dishwashers, and coffee stations
• Coordinate recycling and waste management initiatives

What do you bring to the role? 

• Degree in Business Administration, Facility Management, event planning and management or related field preferred
• 3-5 years of experience in office administration or similar role, preferably in a multi-department or multi-location setting
• Demonstrated experience in event planning and catering management
• Proven track record of implementing process improvements in administrative functions
• Experience with facilities management and vendor coordination
• Proficiency in Microsoft Office Suite, project management tools, and other relevant software
• Proficiency in office management software and tools, including Microsoft Office Suite
• Strong organizational and multitasking abilities with attention to detail
• Excellent communication and interpersonal skills
• Advanced problem-solving and decision-making capabilities
• Knowledge of office ergonomics and health and safety regulations
• Familiarity with basic accounting principles for budget tracking and expense management
• Understanding of facilities management and vendor relations
• Ability to manage confidential information with discretion