Assistant Workplace Manager

Skills

About the Role

You will drive seamless daily office operations and deliver an exceptional employee experience. You will oversee front desk and reception services, support wellness programs and in-office amenities, and act as the primary point of contact for employee workplace requests. You will coordinate with building management, security, cleaning, and maintenance vendors, manage and track maintenance requests, and support construction and renovation projects. You will assist with space planning, seating arrangements, and internal moves, and review capacity data to optimize workspace efficiency. You will support emergency preparedness programs, manage badge access control, and keep workplace policies up to date. You will also provide administrative support, help improve standard operating procedures, and contribute to reporting and continuous improvement initiatives.

Requirements

• 5+ years of experience in workplace operations, facilities, or office management
• Strong organizational and multitasking skills with attention to detail
• Strong initiative and proactive identification of opportunities to improve workplace operations and employee experience
• Excellent communication and interpersonal skills
• Ability to manage multiple priorities in a fast-paced environment
• Experience working with vendors and cross-functional teams
• Proficiency in workplace tools and systems is an asset (ServiceNow, SharePoint, Slack, Excel, Building Management Ticketing Systems, Access Management Systems)
• Bilingual in English/French, with strong written and verbal communication skills
• Bachelor's degree or equivalent higher education qualification

Responsibilities

• Oversee front desk operations, including management of reception services
• Support employee experience initiatives such as wellness programs, workshops, and in-office amenities
• Support the Catering & Events Specialist with event execution
• Act as a primary point of contact for employee workplace requests and inquiries
• Maintain high standards for office presentation, amenities, and overall environment
• Assist with onboarding and offboarding processes
• Provide ad hoc support to the Catering Team for office food program
• Coordinate with building management, security, cleaning, and maintenance vendors
• Manage and track maintenance requests, including HVAC, lighting, and plumbing
• Support workplace related construction and renovation projects in partnership with project managers
• Monitor workplace related budgets and expenses
• Support office space planning, seating arrangements, and internal moves
• Maintain accurate space management systems and workplace data
• Review capacity and utilization data to optimize workspace efficiency
• Support emergency preparedness programs, including fire drills and evacuation procedures
• Assist with badge access control management and reporting
• Ensure workplace policies and procedures are up to date and followed
• Provide administrative and operational support to the Workplace team
• Assist in developing and improving workplace processes and standard operating procedures
• Support internal communications related to office operations and building updates
• Contribute to workplace reporting, surveys, and continuous improvement initiatives