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Office Experience Manager

Maluuba is seeking an experienced and enthusiastic Office Manager to support its Montreal AI research lab.  This is a fast paced, high performance, impactful team that is accountable for delivering next generation research into Microsoft products and services. This position requires stellar initiative, good judgment, common sense, the ability to maintain confidentiality, set priorities and handle multiple tasks simultaneously.

Background

  • Able to work independently with little or no supervision
     
  • Well organized, flexible and enjoy the day to day challenges of supporting an office of diverse people
     
  • Excellent time management skills and ability to multi-task and prioritize work
     
  • Attention to detail and problem solving skills
     
  • Excellent written and verbal communication skills
     
  • Must be a strong team player who will demonstrate drive and initiative
     
  • Must have a positive and professional approach    
     
  • Proficiency in office productivity tools including Outlook, Excel, Word and PowerPoint.
     
  • Fluent in both French and English

Responsibilities

  • Liaise with HR, facilities and other teams to ensure key updates are communicated with employees
     
  • Coordinate planning & logistics of team morale events and All Hands while staying within allocated budget  
     
  • Organize meetings with externals who may visit from time to time
     
  • Organize interviews and associated travel for candidates visiting the office
     
  • Manage department headcount information, space coordination, end to end set up for new Full-Time Employees (FTE) & Vendors, and other administrative processes  
     
  • Provide support to employees and visitors
     
  • Procurement of goods and services including computer equipment, office supplies, snacks
     
  • Measure and ensure catered lunches meet the performance standards set out, re-evaluating catering firms on an as needed basis
     
  • Work with real estate team to identify current and future office needs
     
  • Develop and maintain organization system to ensure items are easy to find and office is tidy
     
  • Organize regular safety inspections
     
  • Prepare expense reports
     
  • Drive budget planning, tracking and forecasting in collaboration with finance
     
  • Manage contract and price negotiations with office vendors and service providers
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