Solutions 2 GO is a premier global distributor of video game products. With operations reaching 19 countries in North, Central and South America, and partnerships that further extend to Europe, Africa, Australia and Asia, Solutions 2 GO represents all publishers in the Canadian market, offers coast-to-coast distribution in the USA and is the exclusive distribution partner for Sony PlayStation in Latin America. Our leadership, processes and partnerships have earned us a reputation as the premier provider of flexible, dynamic distribution solutions for publishers, manufacturers, and retailers around the world.

The Office Manager is responsible for managing and coordinating office operations, procedures, and resources to ensure organizational effectiveness and efficiency. This role serves as the first point of contact for all general office inquiries for internal employees and external customers/partners. The Office Manager will provide support for various departments with administrative tasks, manage office supplies, and maintain a well-organized office environment.

Office Services:

• Liaise with property manager on basic premises issues or queries.
• Maintain stock, coordinate and track purchase of all office supplies including cleaning products, kitchen supplies, stationery, toner cartridges etc.; and complete a price comparison on a routine basis.
• Coordinate with building maintenance staff and service vendors ensuring advance notice is provided for office closures.
• Coordinate Canada company travel including but not limited to booking flights, hotels and cars and confirming bookings for travelers.
• Maintain overall appearance and cleanliness of common office spaces including boardrooms, lobby, executive kitchen, mailroom etc. ensuring a clean and safe work environment.

Facilities and Health and Safety

• Manage and schedule regular maintenance services, ensuring all facilities are well-maintained.
• Supervise cleaning and janitorial staff to maintain a clean and hygienic environment.
• Negotiate and manage contracts with third-party service providers, including maintenance, cleaning, security, and landscaping companies.
• Identify opportunities for cost savings through renegotiation or consolidating services, without compromising quality or safety.
• Monitor vendor performance, ensuring that all services are provided as agreed and that costs remain within budget.
• Monitor facility budgets and report on expenses related to building maintenance.
• Respond to emergencies and provide effective solutions to problems affecting building operations.
• Participate as a member of Health and Safety Committee ensuring that monthly Health and Safety investigations are completed on a timely basis in tandem with both an office and warehouse team member.
• Conduct regular inspections to ensure facilities are secure, functional, and aesthetically pleasing.
• Maintain first aid kits and emergency supplies.
• Support coordination of training for employees.

Purchase Orders and Invoices:

• Generate non-inventory purchase orders for all departments in Laserfiche.
• Process non-inventory invoices, link to Laserfiche PO.
• Process receipts for non-inventory purchases and link to Laserfiche.
• Forward Invoices to AP for payment.

Front Desk:

• Greet guests as they arrive and leave and ensure they complete the guest log by signing in and out.
• Handle office correspondence, including answering phones, forwarding messages to appropriate individuals, and responding to general inquiries.
• Be the first point of contact for customer service calls, providing callers with the necessary information or forwarding the call to the appropriate person.
• Update corporate phone messages as required and manage general delivery mailbox messages.

Mail & Couriers:

• Collate, package, and process all outgoing mail ensuring timely dispatch.
• Open and distribute all incoming mail, with the exception of mail marked ‘Private or Confidential' – which is to be distributed sealed.
• Receive and distribute deliveries and courier packages.
• Package outgoing parcels or envelopes that need to be couriered; generate waybills, tracking numbers and arrange pick up from the courier companies.

Event Planning & Special Projects:

• Assist with special projects as assigned.
• Manage event coordination (i.e. fundraising drives, corporate events, including set-up and take down support for vendors).
• Arrange catering for any in-house meetings.

Administration:

• Manage boardroom calendars.
• Order business cards, name plates and necessary supplies for employees.
• Keep stock of Xerox copier parts and return empty toner cartridges and full waste toner bottles for proper recycling.
• Distribute employee purchases and receive cheques and or money – record all payment information on pick tickets.
• Enter cheques and any monies onto the cheque log.
• Maintain log of retail RMA's issued.
• Assist with other administrative tasks within traffic, operations, AR and customer service departments as required.
• Special projects as assigned (i.e. mailing Christmas cards, invitations, gift baskets).

• Proven experience as an office manager or relevant administrative position.
• Experience negotiating contracts and working with contractors and subcontractors.
• Must be on site 4 days per week.
• 2+ years of experience in customer service or administrative role.
• Intermediate command of MS Office suite, specifically – Excel, Word, and Outlook.
• Ability to handle customer service inquiries efficiently and professionally.
• Experience with event planning, office supply management, and financial record-keeping.
• Keen and responsive with a kind and honest communication style contributing to an inviting workplace culture that fosters trusting relationships.
• Ability to work well independently.
• First aid and CPR certification *Company will provide training.
• Bilingual – French/English an asset.

The successful candidate will receive a conditional offer which will be contingent upon a successful background clearance obtained through our contracted third-party vendor. The standard clearance requirements depend on the position and may include some or all of the following: criminal or credit clearance, employment verification, education verification, and driver's abstract review. If you have any questions along the way, please do not hesitate to ask.
Solutions 2 GO Inc. is committed to creating a diverse and inclusive workforce. For individuals requiring accommodations or support throughout the recruitment process please contact the HR team. #LI-LG1