Associate Director, Facilities & Office Services

THE ROLE

The UPP is seeking an experienced, friendly, and service-oriented Associate Director, Facilities and Office Services to establish, develop, and manage UPP’s office services and facilities management functions. 

This is an exceptional opportunity for someone with demonstrated office and project management experience to join a new organization and utilize their organizational and interpersonal skills to dive-in and contribute to a first-rate workplace culture! We’re a fast-growing organization and we’re excited for the future incumbent in this position to join our team, play a critical role in our continued evolution, and positively enhance the UPP plan member, employee, candidate, and visitor experience!

UPP is based in Toronto’s financial district and has a hybrid work model (minimum 2 days / week in office). To effectively manage the day-to-day operations, this role occasionally requires more frequent in-office presence during regular business hours, and evenings for events. Your People Leader can require more in office work when the needs of the organization, or the work for this role, requires additional in-person time. 

KEY RESPONSIBILITIES:

Office Services & Facilities Management:

The objective for this role will be to manage the day-to-day operations of UPP’s office services and facilities management functions, carrying out responsibilities in office development, new hire onboarding, event planning, office-related finance, office maintenance, supplier and vendor relationship management, and more.

• Lead the office services function and ensure an efficiently run office services program including, but not limited to, overseeing the mailroom, reception, and kitchen requirements
• Provide continuous on-site office support ensuring smooth day-to-day operations at the UPP premises
• Partner with the People team and business managers for new hire onboarding, including desk assignments (as applicable) and equipment requirements
• Ensure office layout(s) and seating arrangements maximize space efficiently, and accurate records of space, floor plans, available offices and desks are maintained
• Working with UPP’s Executive Assistants as required, advise on administrative matters to the Leadership Team and, where applicable, schedule and prepare agendas, and coordinate internal and external meetings including venue, audio visual and catering
• Coordinate, facilitate, support and/or execute internal events planning from start to finish
• Manage relationships with vendors and suppliers, and ensure any related contracts are implemented, negotiated, and renewed as required
• Manage relationships with Property Management and serve as the main point of contact
• Track and analyze the facilities budget including any operating variance from budget, demonstrated ability to exercise necessary cost control measures
• Oversee and outsource offsite document storage and confidential document shredding/destruction
• Ensure UPP’s office reception serves as a friendly and efficient main point-of-contact for all office personnel and guests, assisting everyone in a professional and considerate manner
• Oversee all mail services including mail, chain of custody courier, print and stationary services, etc.
• Participate as a member of the Joint Health & Safety Committee and ensure all organizational best practices and requirements, particularly as it relates to Accessibility, Respectful Workplace, and Code of Conduct, are upheld from the front-office services perspective  
• Perform regular inspections of office premises and common areas to ensure compliance with Health & Safety code, wellness standards, and ergonomics
• Assign clearance and issuance of maintenance keys and security fobs and remain available on-call for all security breaches including after-hours requirements
• Remain onsite to supervise contractor work, office moves, and furniture installations as required (e.g., lighting, heating, ac, cleaning, freight elevator booking for shipping / receiving, after hours maintenance, supplies and facilities functionality)
• Hire, coach, and mentor office services functions as required (e.g., Office Administrator, receptionist and other potential future hires)
• Contribute to UPP’s reputation as a respectful employer, partner, and participant in the financial sector
• Other administrative duties and ad hoc projects as required

QUALIFICATIONS:

The successful candidate will have solid office services experience, demonstrated success in their prior roles, and be accustomed to working in a high-energy, hands-on, dynamic organization, while dealing with multiple projects concurrently.

• Minimum of 10 years office management or related experience,
• Experience as front desk reception or in guest services an asset
• Post-secondary degree
• Industry experience in the real estate, project management, professional services and/or financial services industries is an asset 
• Vendor and supplier management experience
• Strong attention to detail and problem-solving skills
• Strong oral and written communication skills
• Ability to organize, set priorities, work independently, and complete multiple projects within established deadlines

PERSONALITY TRAITS:

• Self-driven
• Organized
• Detail-oriented
• Strong work ethic
• Willingness to learn
• Empathetic
• Collaborative
• Authentic
• Personable
• Confident

LIFE AT UPP

Do work that matters. We are duty-bound to serve our members’ interests, and it’s a responsibility we don’t take lightly. That’s why we’ve ingrained sustainability in our work from day one—to ensure our members have a resilient future to retire into, both today and for generations to come.

Stronger together. Collaboration is how UPP was born, and it’s how we work with each other and our partners day in, day out. No one at UPP is just a number (even if they are excellent at math) and every win is a shared win.

Grow every day. You’ll have the opportunity to work on unique, once-in-a-career projects that maximize your skill set and probably teach you some new ones—at any stage in your career.

Prioritize wellness. At UPP, wellness takes many forms. Ultimately, it’s about ensuring our people are cared for in the ways that matter to them. Check out some highlights of our inclusive employee-focused benefits program including:

• Defined benefit pension plan
• Flexible hybrid work model
• Work from abroad up to eight weeks/year
• Comprehensive group benefits including medical, dental, vision etc.
• Extended paramedical and mental health service coverage
• Health care and lifestyle spending accounts
• Fertility treatments, paid parental leave, and gender affirmation coverage
• Education Assistance program

UPP enthusiastically welcomes applications from all qualified applicants and especially invites people with lived experience as an Indigenous person, a person with a disability or as a member of another Human Rights Code protected group that faces barriers to employment to apply. Our goal is to create a barrier-free experience for every candidate throughout the recruitment process, so if you require accommodation at any point during the process, please let us know so that we can make the appropriate arrangements.  It would be our honor to work with you to adapt our processes to ensure that you can meaningfully participate.