The Accelerator Centre (AC) is seeking a highly organized, service-oriented and proactive Office Manager to oversee the day-to-day operations of our facilities, coworking spaces, meeting room rentals and front desk services, while providing executive administrative support to our leadership team.
As the primary point of contact for members and visitors, the Office Manager plays a central role in creating a welcoming, professional and inclusive environment where entrepreneurs can thrive.
Reporting to the Chief Operating Officer (COO), the Office Manager takes ownership of facilities operations, tenant relationships, workspace administration, vendor coordination, operational processes and day-to-day expense management. The role also provides administrative and executive support to the CEO and COO.
KEY RESPONSIBILITIES
Facilities & Coworking
- Oversee daily facilities operations, maintenance and overall presentation of spaces, ensuring a safe, clean, functional and welcoming environment.
- Manage the front desk and serve as the first point of contact for visitors, clients, partners and other guests entering facilities.
- Manage incoming coworking inquiries, tours, agreements, onboarding, renewals, workspace changes and offboarding.
- Manage meeting room and shared workspace rental operations, ensuring an efficient booking process and exceptional client experience
- Coordinate events that support an active AC coworking community
- Maintain accurate tenant and membership information in HubSpot and other relevant systems.
- Coordinate with Finance on rental invoicing, payment follow-up and account administration.
- Manage day-to-day facilities and coworking expenditures within approved budgets and spending authorities.
- Responsibility for procurement and asset tracking of all facility capital assets, including office furniture, staff and building hardware, and IT assets
- Managing physical and cyber security services, including providing after-hours responses to facility emergencies as required
- Coordinate routine maintenance, repairs, cleaning, inspections and preventative maintenance activities.
- Manage relationships with facilities vendors, contractors and service providers, including coordinating work, monitoring service quality and addressing performance issues.
- Coordinate building access, security services, keys, access cards and related procedures.
- Manage office supplies, inventory, purchasing and replenishment to ensure efficient use of resources.
- Coordinate workplace health and safety activities, including inspections, emergency preparedness, fire drills and first aid supplies.
- Coordinate larger maintenance and facilities improvement projects in collaboration with AC leadership.
- Keep up to date with the startup resources the AC has to offer to be able to properly facilitate them with co-working members
Executive Assistance
- Provide professional administrative and executive support to the CEO and COO, ensuring efficient coordination of schedules, meetings and day-to-day executive activities.
- Support our governance processes, assisting with Board admin tasks including coordinating signatures, booking board meetings, arranging catering, and circulating minutes.
- Manage executive calendars, including scheduling meetings, coordinating availability and triaging appointment requests from internal and external stakeholders.
- Coordinate travel arrangements, including transportation, accommodations and itineraries.
- Manage executive communications and sensitive information with professionalism, discretion and confidentiality.
- Assist with special projects, administrative requests and other executive priorities as required.
QUALIFICATIONS & EXPERIENCE
Required
- Minimum of three years of relevant experience
- Demonstrated experience coordinating office operations, vendors, service providers and administrative processes.
- Strong executive administrative skills, including calendar management, meeting coordination and handling confidential information.
- Exceptional customer service and relationship management skills, with a commitment to creating positive experiences for clients, tenants and visitors.
- Experience monitoring budgets, tracking expenses, coordinating purchasing or managing operational financial records.
- Strong problem-solving skills, sound judgment and a proactive approach to identifying and resolving issues.
- Excellent written and verbal communication skills, with the ability to interact professionally with a wide range of stakeholders.
- Willingness and ability to perform hands-on facilities tasks, including setting up meeting rooms, moving furniture and coordinating workspace changes.
- Ability to lift up to 50 pounds, with reasonable accommodation where required.
Preferred
- Experience working in a coworking space, innovation hub, incubator, commercial office environment or similar setting.
- Familiarity with startups, entrepreneurship and the Waterloo Region innovation ecosystem.
- Experience using HubSpot or another CRM platform.
- Knowledge of workplace health and safety practices and basic facilities management procedures.
