Index Exchange is hiring a

Facilities Manager

Toronto, Canada

Index is growing. We’re adding new people all the time and to accommodate this growth we’ve renovated existing spaces and added new offices in Canada and the United States. Each office is unique and needs special attention and we’re looking for a Facilities/Office manager to oversee our main office in Toronto as well as assist with other offices worldwide. Your primary focus would be on our head office in Toronto, which acts as our Engineering hub and houses almost half of our total employee headcount as well as important and sensitive technical resources. You’d also assist with facility related needs of offices in downtown Toronto, Kitchener, Montreal, New York and San Francisco.

Communication is key with this role and you’ll need to have excellent written and oral skills in order to work with internal teams and external vendors. The ability to juggle multiple priorities, delegate, ask questions and make quick (and correct) decisions is paramount. Overseeing the office and facilitates will mean you’re dealing with ever changing priorities ranging from internal and external property management, inventorying and ordering supplies, overseeing the catering team, knowledge of HVAC and security systems as well as all the daily requests our employees will send your way. Your objective in this role is to continuously find ways to streamline and enhance the services provided by Office Services, all while keeping an eye on the bottom line. We need to see a demonstrable ability to think outside the box, present innovative solutions, take ownership of projects/problems and see them through to satisfactory resolution. You’re involved in critical operations so an appreciation for and sensitivity to protocols and escalation procedures is definitely necessary. There’s also a strong element of customer service involved so a confident, friendly and relaxed demeanour is essential.

You will:

  • Ensure the physical properties are maintained to our high standards by working closely with internal resources and managing external service providers including external property maintenance, cleaning, catering, waste disposal and recycling
  • Full cycle procurement for all products and services as they relate to facilities and office services, including calculating and comparing costs for required goods or services to achieve maximum value
  • Ensure the building meets health and safety requirements and that facilities comply with legislation
  • Provide back up support to the Office Managers and Office Services teams at the various locations
  • Assist all other departments as required

You have:

  • 3 years of relevant experience with an emphasis on facilities, hospitality, corporate services, event management, property management or equivalent office management experience
  • A valid driver’s license, WHMIS Certification, Working at Heights Certification and Joint Health and Safety Certification
  • To be comfortable lifting weights up to 50-75 lbs.
  • The ability to work both outdoors and in an office environment
  • Knowledge of electrical, mechanical, HVAC, and relevant/applicable codes and regulations
  • Willing to travel to other Ontario or Quebec locations as required

Our work place speaks to who we are: a beautifully designed open-concept, minimal and modern repurposed industrial space in the Castlefield Design District. Our casual work environment comes with perks including free snacks, catered lunches and ping pong/foosball/Wii U. Working here also means a comprehensive benefits package, $5 monthly Goodlife memberships and of course the opportunity to grow and develop alongside a group of amazing people in a cutting-edge Ad Tech organization.

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