Business Services Officer

Role

The Business Services Officer [BSO] will be responsible for overseeing the day to day administration duties of the assigned offices, including oversight, day-to-day support and training of the Administrative Assistants. The BSO will also be responsible for documentation and organization of general facility manuals that in some cases, may differ by office.

Reporting
The Business Services Officer reports to the Business Services Manager.

Responsibilities

• Coordinates the scheduling of all administrative actions
• Manages the overall workload of Administrative Assistants
• Day-to-day oversight of administrative duties throughout each office, including regular bi-weekly 1-on-1 meetings with Administrative Assistants
• Training and support for Business Services Team members:
  • Oversee the onboarding
  • Participate in updating and organizing training documents
  • Help evaluate and provide feedback on Business Service Team members
• Document and organize facility manuals, such as, but not limited to:
  • Opening procedures
  • Lock up procedures
  • Phone answering guide
  • Courier guide
  • Food & drink supplies
• Organize and regularly schedule facility maintenance including items such as, but not limited to:
  • HVAC
  • Lawn care
  • Snow removal
  • Cleaning
• Organize and establish processes to help ensure that office areas are neat, organized and well maintained
• Organize and documentation of facility security, including but not limited to:
  • Liaise with alarm systems provider
  • Arrange for alarm system access
  • Monitor alarm system reporting
  • Distribution of keys
• Perform regular in person facility inspections and set up regular meetings with representatives at each office
• Establish relationship and ensure regular communication with landlord or condominium corporation, as applicable
• First point of contact for tenants or staff, as applicable, to deal with items such as: HVAC, lawn care. snow removal, cleaning, electrical, general maintenance, etc.
• Liaise with Health and Safety Committee for monthly office inspections, safety needs
• Establish a consistent ‘standard’ throughout the offices with items such as: signage, cleanliness, clutter free, etc.

Expectations:

• Regular travel to each facility will be required- 25%
• Remote work available
• In office for training