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Office Manager

EBC
Mississauga, CAN
Full-time
Entry · 2+ years experience
Onsite
CAD 45000-75000 yearly / year
Discovered 1 months ago
Microsoft Office

Full Job Posting

Requirements

  • Act as an enthusiastic ambassador for EBC’s culture, values, and workplace experience.
  • Help create a welcoming, inclusive, positive, and professional atmosphere throughout the office.
  • Be highly visible and engaged with employees, helping build connections across teams, departments, and divisions.
  • Look for opportunities to make the office a place where employees genuinely enjoy coming to work.
  • Help welcome and integrate new employees, ensuring their first experience with EBC is organized, personal, and positive.
  • Work with leadership and other internal teams to support employee engagement and workplace culture initiatives.
  • Proactively identify opportunities to improve the employee experience.
  • Encourage interaction and collaboration between the Buildings, Civil, Industrial, Major Projects, and corporate teams sharing the workplace.
  • Help recognize employee milestones, achievements, project successes, birthdays, anniversaries, and other important occasions.
  • Support initiatives that reinforce EBC’s values of respect, integrity, collaboration, excellence, and a job well done.
  • Be someone employees feel comfortable approaching for assistance, guidance, or help navigating the workplace.
  • Bring energy, warmth, creativity, and a genuine people-first mindset to the office every day.
  • Provide a warm, professional, and memorable welcome to clients, partners, consultants, subcontractors, candidates, employees, and other visitors.
  • Ensure reception, meeting rooms, common areas, and other client-facing spaces consistently reflect EBC’s professional standards.
  • Coordinate visitor arrivals and ensure guests are connected promptly with the appropriate EBC team member.
  • Support important client, partner, executive, and project meetings hosted within the office.
  • Anticipate hospitality requirements for meetings and special visitors.
  • Demonstrate discretion, professionalism, and sound judgment when interacting with employees, executives, clients, and external partners.
  • Represent EBC in a manner consistent with the professionalism and quality associated with our projects and our organization.
  • Plan, coordinate, and execute office events, employee celebrations, social activities, team-building events, lunches, meetings, and other gatherings.
  • Develop an annual calendar of workplace events and employee engagement activities in collaboration with leadership.
  • Coordinate seasonal celebrations, employee appreciation initiatives, charitable activities, and community involvement events.
  • Support town halls, leadership meetings, project celebrations, training sessions, and other company-wide activities.
  • Coordinate catering, venues, vendors, logistics, communications, and setup for office events.
  • Bring creativity and new ideas to employee engagement rather than simply administering existing programs.
  • Seek employee feedback and continuously look for ways to improve office events and workplace initiatives.
  • Help create traditions and experiences that strengthen employees’ sense of belonging to EBC.
  • Oversee day-to-day office operations and ensure the workplace functions efficiently.
  • Serve as the primary point of contact for office-related questions and requirements.
  • Anticipate office needs and resolve issues proactively.
  • Coordinate incoming mail, couriers, deliveries, and general office correspondence.
  • Coordinate meeting rooms and common spaces to ensure they are appropriately prepared and maintained.
  • Maintain office records, filing systems, contact information, and other administrative documentation.
  • Prepare correspondence, reports, presentations, and other business documents as required.
  • Coordinate with HR, Finance, IT, Operations, and other departments on office-related matters.
  • Support the implementation and administration of company policies and procedures.
  • Coordinate office maintenance, repairs, service requests, and vendor relationships.
  • Ensure kitchens, meeting rooms, reception areas, common spaces, and employee areas remain clean, organized, welcoming, and appropriately stocked.
  • Monitor office cleanliness standards and coordinate with cleaning and maintenance providers.
  • Coordinate office equipment maintenance and servicing.
  • Maintain organized supply and storage areas.
  • Identify maintenance or workplace issues proactively and coordinate timely resolution.
  • Help ensure the office environment supports employee comfort, productivity, collaboration, and wellbeing.
  • Coordinate with building management, landlords, contractors, and service providers as required.
  • Support office moves, workstation changes, renovations, and other workplace initiatives.
  • Manage purchasing requirements for office operations.
  • Prepare, process, and track purchase orders.
  • Order and maintain appropriate inventory of office supplies, kitchen supplies, coffee, beverages, and other workplace essentials.
  • Monitor inventory levels and proactively replenish supplies.
  • Liaise with vendors and suppliers to ensure competitive pricing, quality service, and timely delivery.
  • Resolve vendor, delivery, and supply issues.
  • Identify opportunities to improve purchasing efficiency and manage office-related costs responsibly.
  • Process invoices and provide administrative support for accounts payable for activities relating to office operations.
  • Assist with accounts receivable tracking and follow-up where required as it relates to office operations.
  • Maintain accurate financial and administrative records relating to office operations.
  • Coordinate with the Finance team regarding payments, invoices, purchase orders, and vendor accounts.
  • Prepare and submit expenses and supporting documentation to Finance.
  • Monitor office-related expenditures and assist with budget tracking.
  • Ensure accuracy, completeness, and appropriate approvals for financial documentation.
  • 2–5 years of experience in office management, workplace experience, hospitality, executive administration, or a similar role.
  • Experience working in a professional office environment; experience within construction, engineering, professional services, or a related industry would be an asset.
  • Strong proficiency with Microsoft Office, Outlook, Teams, and other common business applications.
  • Experience coordinating office facilities, vendors, purchasing, events, and administrative activities.
  • Strong organizational, planning, and time-management skills.
  • Excellent verbal and written communication skills.
  • Strong attention to detail and commitment to quality.
  • The ability to manage multiple priorities and respond effectively to changing requirements.
  • Experience organizing employee events, meetings, or engagement activities.
  • Bilingualism in French and English would be considered an asset.
  • Genuinely enjoys working with people.
  • Naturally creates a welcoming and positive environment.
  • Has a strong sense of hospitality and understands the importance of first impressions.
  • Is approachable, warm, professional, and confident.
  • Takes pride in creating an exceptional experience for employees and visitors.
  • Notices the small details that make a workplace feel organized, professional, and cared for.
  • Is proactive—you see something that needs attention and take ownership of it.
  • Is highly organized but comfortable operating in a busy and changing environment.
  • Enjoys bringing people together and creating opportunities for connection.
  • Is creative and willing to bring forward new ideas.
  • Understands when discretion and confidentiality are required.
  • Builds positive relationships with employees at every level of the organization.
  • Is resourceful and solutions-oriented.
  • Demonstrates sound judgment and a strong sense of personal accountability.
  • Takes pride in representing EBC and contributing to our culture.

Benefits

  • Competitive salary.
  • Corporate Clothing Program.
  • Four weeks of annual vacation.
  • Flexible group insurance program upon entry.
  • Group RRSP with employer contribution to a Deferred Profit-Sharing Plan (DPSP).
  • 24-hour access to virtual healthcare through telemedicine.
  • Training, professional development, and career growth opportunities.
  • Employee assistance program.
  • A collaborative and entrepreneurial working environment.
  • The opportunity to contribute directly to the employee experience and culture of a growing organization.
  • A company built on the values of respect, integrity, collaboration, and a job well done.
  • The opportunity to work with a firm recognized as one of Canada’s Best Managed Companies.

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