Office Manager

POSITION:
Office Manager - Be the person who makes a 115-person workplace run brilliantly.

EMPLOYMENT:
Permanent, full-time

REPORTS TO:

EVP, Managing Director or their designate

YOU SUPPORT:
Our President and CEO, and a team of ~115 people

At Blackstone Energy Services, we help our clients manage their energy use and cut carbon emissions through energy performance contracting, decarbonization programs and clean infrastructure. Behind every project is a busy, growing team of about 115 people, and a head office that needs a capable, warm and highly organized office leader at its centre.

As our Office Manager, you’ll run head office day to day, from the front door to the boardrooms. You’ll be the first face our clients see, a trusted source of support for our President and CEO, and the go-to person our employees rely on to get things done. One morning you’re hosting a client meeting; the next you’re booking group travel or helping plan a client event.

Roughly half your time goes to office operations, with the rest split across executive support, travel and events, and employee experience.

• Keep the office professional, presentable, organized and welcoming every day, including the details that matter, like a stocked kitchen, fresh coffee and a running dishwasher.
• Greet clients and guests, and prepare meeting rooms ahead of their
• Maintain tidy, well-organized work spaces, filing systems and storage
• Manage inventory of kitchen supplies including beverages and snacks, cleaning and other office
• Oversee company uniform inventory and branding requirements; order business cards and printed
• Handle snail mail, courier pickups & drop-offs, and errands such as equipment repairs and gifts for employees and/or clients.
• Answer employees’ office questions in person and remotely, from locating supplies to printing and
• Maintain office policies, procedures and administrative
• Manage the booking schedule for two corporate suites and coordinate guest
• Ensure phone auto-attendant is maintained and
• Requires a minimum of 4 days a week in

• Act as the main contact with building management for maintenance, repairs and facility issues, and share building notices with staff.
• Administer the office security and access system, including cards and Ensure holiday schedules are maintained.
• Champion office health and safety and serve as one of the office’s Fire

• Serve as primary contact for office service providers and vendors;
  Obtain quotes, negotiate pricing and keep purchasing cost-effective. Track, maintain and renew service agreements and vendor contracts.
• Manage your corporate credit card: submit receipts, code expenses in our expense software platform, and process and track office invoices.
• Coordinate pickup and payment for printing and other external

• Manage calendars and provide administrative support to 2 Executive Leaders: our President and our
• Register leaders for conferences and events, and manage corporate memberships and related
• Process executive expenses and provide backup support to the Finance
• Source and coordinate services for the executive team as

• Book and manage individual and group travel including flights, hotels, ground transportation, itineraries and changes. including pre-payment for smooth check-ins.
• Book meeting rooms, venues and restaurants for training sessions, off-sites and team gatherings, and arrange
• Support the delivery of company events and recognition activities, including:
  • Support for Marketing for Annual Client Symposium
  • Quarterly all-staff meetings and socials
  • Holiday and summer celebrations

• Own onboarding logistics for new hires:…