Thomas
Finance VP
Administrative and Property Coordinator
Under the leadership of the Vice President of Finance, you will ensure the proper functioning of all workspaces across our branches, coordinate maintenance and shared services, manage procurement and supplier contracts, and oversee renovation, layout, and new office opening projects. You will also act as a coordination point for projects led by certain administrative functions — Finance, IT, Legal. You will serve as the primary resource person for suppliers, contractors, and internal partners to ensure safe, functional work environments that meet the company’s needs and align with our B Corp certification.
Your responsibilities
Facilities and Maintenance Management
- Ensure the proper condition and functioning of buildings, offices, and equipment.
- Plan and coordinate preventive and corrective maintenance activities.
- Manage daily service requests related to facilities and workspaces.
- Coordinate shared office services: security and access control, telecommunications, printing, furniture, and workstation setup.
Procurement, Suppliers, and Contracts
- Identify the needs of various departments for equipment, furniture, and supplies, and manage corporate procurement.
- Obtain quotes, analyze proposals, and negotiate contracts.
- Manage relationships with suppliers and contractors and evaluate their performance.
- Maintain the register of service and maintenance contracts and ensure proper follow-up: deadlines, renewals, indexations, terminations.
- Monitor and control budgets related to facilities and administrative services, and explain variances.
- Ensure compliance throughout the purchasing cycle: purchase orders, reception, coding, and routing of invoices to approvers.
Coordination of Administrative Projects
- Coordinate activities among internal and external stakeholders involved in projects led by administrative functions.
- Be responsible, in collaboration with various stakeholders, for the B Corp certification, particularly regarding deliverables, documentation, and internal meetings.
- Monitor timelines, milestones, budgets, and required actions.
- Update dashboards and tracking tools, and produce progress reports.
- Identify delays, overruns, and potential issues, and escalate them in a timely manner.
- Maintain project documentation that is up-to-date and well structured.
- Contribute to the implementation and updating of administrative processes and procedures.
- Provide support when needed during internal events in collaboration with the Marketing team.
Renovation and Layout Project Management
- Plan and coordinate renovation or workspace redesign projects.
- Define needs in collaboration with stakeholders.
- Develop timelines, budgets, and implementation plans.
- Supervise contractors and professionals involved in the projects.
- Ensure compliance with deadlines, costs, quality standards, and regulatory requirements.
Construction Projects and New Site Openings
- Participate in analyzing the organization’s real estate needs.
- Coordinate the design, construction, and operationalization phases of new offices.
- Collaborate with architects, engineers, municipalities, and other external stakeholders.
- Supervise moves and equipment installation, in collaboration with IT.
- Ensure a smooth transition into new spaces.
- Maintain the lease register and ensure proper follow-up: deadlines, renewal options, indexations, and re-invoicing.
Your skills and potential
- Hold a university degree in administration, operations management, real estate management, or a related field.
- Have 3 to 5 years of experience in facilities management, building maintenance, or real estate project management.
- Hold a valid driver’s license and have access to a car.
- Experience coordinating renovation and/or construction projects.
- Knowledge of procurement practices and contract management.
- Demonstrated ability to move projects forward with stakeholders from multiple departments, without hierarchical authority.
- Strong time management, organizational skills, and adaptability.
- Excellent analytical skills and ability to make sound decisions while handling files confidentially.
- Organized, proactive, and solutions-oriented.
- Strong proficiency with the Office suite (Word, Excel, PowerPoint).
- Bilingual, in order to communicate effectively with team members, partners, and English-speaking suppliers.