Office Manager - Jobs in Toronto, ON

Job Description

Job ID: 212573Location Name: ON-FSC Toronto Off (0581)Address: 5560 Explorer Drive, 2nd Floor, Toronto, ON L4W 5M3, Canada (CA), will be relocating to 160 Bloor Street in the fallJob Type: Full TimePosition Type (Regular/Temporary): RegularJob Function: AdministrationIs This Position Eligible for Remote: Full time in personAt Sephora Canada, we’re passionate about finding and sharing beauty in the world. Our constant innovation, our ability to see and lead trends, and our focus on providing an outstanding customer experience make us the most-loved beauty community and top of mind for every Canadian. We find beauty in our communities, in our differences, our experiences, and in the spirit of our employees.ABOUT THE ROLE:Provide daily support for the reception and administration functions of the Toronto office. Support office and HR with administrative functions and special projects.This is a full-time in office position from Monday-Friday.WHAT YOULL DO:Office Duties

• Reception coverage
• Facilitate and enforce visitor procedures
• Manage the reservation process for conference and training rooms
• Manage all mail/courier services to ensure effective inbound/outbound distribution (UPS and Canada Post)
• Maintain files for tracking of mail/courier/stationary supplies, office equipment and repair contacts
• Process various office invoices and ensure timely payment and follow up
• Main contact for building management. Oversee and input all facility tickets and issues
• Manage the office meal, snack, and coffee delivery services
• Overall management of the office to ensure a clean, organized and professional working environment
• Support duties including answering and directing inbound calls, making travel arrangements, resolving inquiries and requests or directing them to the most appropriate person or department for resolution
• Manage office floorplan
• Manage UPS Portal and account and update and maintain company/vendor addresses.

HR Support

• Spirit Squad Committee Ambassador
• Update and maintain Office Employee Photo Directory
• Onboarding: Assist with employee onboarding- creating access badge, welcome gratis box
• Health & Safety Co-Lead

Office coordination tasks

• Ensure appropriate in stock levels of administrative and office supplies
• Interface with vendors for facilities management and equipment maintenance (HVAC, building management, office supplies)
• Maintain an efficient filing system for in-house documentation
• Process and centralize administration/vendor invoices
• Tidy and replenish meeting rooms
• Ordering and replenishment of office supplies
• Ordering catering/lunch for meetings and senior leadership

Administrative support

• Provide support to, HR, Marketing, Merchandising, Education, Brand Education, Artistry and Talent Development teams with administrative tasks and occasional special projects

WHAT YOULL BRING:

• Strong interpersonal skills – professional, discreet, personable and client -service driven
• Outstanding organizational skills & multitasking
• Excellent client service and energetic with a positive attitude
• Exceptional oral and written communication skills.
• Ability to handle sensitive matters with discretion
• Flexible with hours and in working additional hours when required.
• Relevant administrative experience
• Bilingual – English/French an asset but not required
• Computer literate – MS Office (Word, Excel, PowerPoint, Outlook), email, Internet.
• Minimum high school diploma, college preferred.
• Working experience in the retail industry an asset
• Strong leadership, time management, and problem-solving abilities
• Self-starter, efficient, and able to produce high quality work under pressure and in a timely fashion
• Strong work ethic and sense of responsibility and confidentiality

WHY YOULL LOVE WORKING HERE:

• You’ll be part of a unique culture and family of passionate and inspiring individuals.
• You’ll work alongside the best talent in the industry – people you’ll be proud to work with.
• You’ll have access to the global community of luxury group LVMH (Louis Vuitton Moët Hennessy) for endless career opportunities.
• You’ll have the opportunity to be part of a community that drives meaningful social and environmental change and receive matching donations to support your charitable giving.
• Benefits you can mix and match, depending on your needs.
• Employee Assistance Program services for those times you need extra support.
• Holidays, time off, summer hours and flexibility to support work-life balance.
• And of course, there’s our incredible swag – free product gifts throughout the year and tons of discounts with our brand partners.

This position requires that the employee be fully vaccinated against COVID-19 prior to commencing employment and that they agree to obtain any future required boosters or vaccinations as recommended by the government of Canada or the health authorities of the province in which you would be working and in accordance with Sephora Vaccination Policy. If you are not able to obtain a COVID-19 vaccine for a reason related to a protected ground of discrimination under applicable human rights legislation, you can request accommodation from Sephora.COMPANY OVERVIEW:SEPHORA has been changing the face of prestige cosmetics since its debut in 1970s Paris. Sephora was acquired by luxury group Moët Hennessy Louis Vuitton (LVMH) in 1997 then launched stateside in 1998, and is currently home to 200 world-class brands - including its own private label, SEPHORA COLLECTION. Sephoras curated assortment features more than 14,000 products including makeup, skin care, perfume, hair care, body, professional tools and more. Sephora is the beauty education hub, offering consultations at the Beauty Studio, a variety of complimentary classes, one-on-one service from Personal Beauty Advisors, and exclusive retail technology SKINCARE IQ, COLOR IQ, and FRAGRANCE IQ. Sephora is an international force in beauty, and its award-winning website and ever-growing presence on social-media make it the worlds premier digital beauty destination.Quick Apply

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