Manager of Administration and Facilities

Job summary

Lead the administration team and oversee office services, facilities, employee travel, vendors, workplace safety, and daily office readiness. Manage budgets and maintenance programs, coordinate workplace projects and events, and partner with leadership and internal teams to ensure responsive administrative support and a safe, well-functioning workplace.

Job details

Manager, Administration & Facilities Salary range is 115,000-130,000, plus a fantastic bonus, Immediate Full and Extensive Benefits, 4 Weeks of Vacation!!! This a role and you will be required to work in the office 4 days per week and WFH on Friday. The office is close to Yonge and Bloor. The OPPORTUNITY is with a client that is a stable and well-established organization! The Manager, Administration & Facilities is responsible for leading the administrative team and ensuring the efficient, well-coordinated operation of the workplace. This role combines people leadership with oversight of office services, facilities management, employee travel, vendor partnerships, and workplace safety. Working closely with senior leadership and internal departments, the Manager ensures that administrative services are responsive, resources are well managed, and the office environment supports the needs of the organization and its employees. Key Responsibilities Direct the day-to-day activities of the administration team, establishing clear accountabilities, service expectations, and priorities to ensure consistent and effective support across the organization. Manage all aspects of the employee lifecycle for direct reports, including recruitment, orientation, performance objectives, ongoing coaching, etc. Assess team capacity, workload distribution, and coverage requirements, adjusting assignments and arranging backup resources to maintain service continuity during evolving business demands. Develop strong working partnerships with executives and key internal stakeholders to anticipate requirements, solicit feedback, and address complex, sensitive, or confidential administrative requests. Ensure the office operates smoothly on a daily basis, overseeing all aspects for office readiness, and the overall maintenance and presentation of shared workplace spaces. Coordinate administrative support for internal meetings, employee events, and corporate events. Manage the procurement, configuration, and distribution of mobile phones for new and existing employees, coordinating the process from order placement through to delivery and setup. Administer the organization's employee travel program, overseeing assistance as needed, managing relationships with travel providers, and adherence to established travel policies. Establish and coordinate preventative maintenance programs and service schedules for office functioning, including building systems, HVAC, equipment, furniture, appliances, and general office spaces. Manage external service providers and contractors, including supplier selection and coordination, contract and service agreement negotiations, and oversight of work. Develop and maintain oversight of office and facilities expenditures, preparing budgets, tracking actual costs against planned spending, and monitoring vendor invoices, maintenance expenses, and project-related costs. Collaborate with internal teams on workplace changes and facilities projects, including office enhancements, renovations, relocations, and workstation reconfigurations. Work in partnership with the Health and Safety Committee, property management, and relevant internal stakeholders to maintain a safe workplace, support emergency preparedness, meet applicable compliance obligations, and ensure facility-related hazards or risks are addressed promptly. Qualifications & Experience A minimum of 10 years of progressively responsible experience in administrative services, facilities or workplace operations. Demonstrated success in recruiting, managing, and developing administrative or workplace services professionals. Practical understanding of office and building operations, including facilities maintenance planning and mechanical and HVAC systems. Experience managing multiple vendors and service providers, including contract negotiations, budget administration, expenditure monitoring, and cost control. Knowledge of workplace health and safety practices, office-related compliance obligations, and emergency response and preparedness procedures. Exceptional interpersonal and communication abilities. Strong planning, organizational, and analytical problem-solving skills, with the ability to manage competing priorities. A proactive, service-oriented mindset and strong attention to detail, with a commitment to delivering a high-quality experience for internal and external stakeholders.

What you’ll do

Lead the administration team and oversee office services, facilities, employee travel, vendors, workplace safety, and daily office readiness. Manage budgets and maintenance programs, coordinate workplace projects and events, and partner with leadership and internal teams to ensure responsive administrative support and a safe, well-functioning workplace.

Requirements

Requires at least 10 years of progressively responsible experience in administrative services, facilities, or workplace operations, including experience leading and developing administrative or workplace services professionals. Candidates should understand building operations and HVAC systems and have experience with vendors, contracts, budgets, workplace safety, emergency preparedness, communication, planning, and competing priorities.

Benefits

• Bonus
• Extensive Benefits
• Four Weeks of Vacation

Listed skills

• Facilities Management · Preferred
• Recruitment · Preferred
• Contract Negotiation · Preferred
• Cost Control · Preferred
• Project Coordination · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Team Leadership
• Facilities Management
• Workplace Operations
• Recruitment
• Employee Development
• Vendor Management
• Contract Negotiation
• Budget Administration
• Cost Control
• Facilities Maintenance Planning
• HVAC Systems
• Workplace Health and Safety
• Emergency Preparedness
• Travel Program Administration
• Project Coordination
• Stakeholder Communication

Job areas

• Administrative
• Management & Leadership
• Security & Safety

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