Office Manager
Make an impact at a global dynamic investment organization
When you invest in your career at CPPIB, you become part of one of the fastest growing institutional investors in the world, with current assets under management valued in excess of $170 billion. Guided by our purpose to invest on behalf of 18 million contributors and beneficiaries of the Canada Pension Plan, we are independent, accountable and focused on performance.
At CPPIB, you can look forward to:
- Working with world-class talent with diverse backgrounds and deep experience.
- A team-oriented approach that recognizes high performance and values integrity.
- Global career development opportunities with offices in Toronto, London and Hong Kong and future offices in New York and São Paulo.
- Building a diverse, actively managed investment portfolio with a long-term approach.
If you share our sense of purpose, here’s an opportunity for you to invest your career at CPPIB.
Position Description
The Office Manager is responsible for all office operations, procedures and processes in the CPPIB São Paulo office. This role will support the future growth of the organization, and will be a key member of a team identified in establishing the region and will lead from a facilities/office management perspective the opening and day to day operations of the office.
This role will draw upon resources in São Paulo and Toronto (Facilities Office Services) to assist in the implementation of initiatives locally. This role will be the main point of contact for all CPPIB São Paulo Inc. and regional office facilities and office services matters.
The Office Manager will also be responsible for local corporate event planning as required. Through the delivery of these services, he/she will reinforce CPPIB’s position as a global investor and will strongly reflect our Guiding Principles of Integrity, Partnership, and High Performance.
This role will report directly to the Director – Real Estate Investments – São Paulo
Role-Specific Accountabilities
- Participates as a member of the São Paulo project team to establish a office
- Responsible for the coordination of all contractors and vendors in preparation of the opening of the hub; ensuring adherence to timelines and budgets
- Liaises with Toronto staff to ensure systems, procedures and processes are adhered to and coordinated
- Responsible for all duties surrounding the opening of the office including coordination of furniture, equipment and supplies, and procurement of all necessary products and services.
- Manages all facility related functional and operational issues; handles all day-to-day operations and emergencies as required
- Liaises with building management and related service providers, housekeeping staff, maintenance and security
- Accountable for local Health and Safety compliance; develops, implements and administers health and safety programs to meet local legislative requirements and CPPIB global standards and requirements.
- Accountable for all emergency procedures locally
- Performs security related activities as required: manages CCTV and access control systems; issues/cancels employee photo ID badges; produces reports when required as instructed; responsible for facility and furniture key management; keeps key logs up-to-date
- Acts as local Business Continuity Coordinator; works with local management and the Business Continuity Management team in Toronto to develop, document, and implement all necessary plans. Participates in the quarterly Business Recovery Plan, the annual Business Impact Analysis review and annual training and testing.
- Forwards to Toronto office, all government, legal, and business correspondence requiring Head Office review and/or sign-off.
- Defines and administers procedures for Records Retention and administers local program.
- Analyses and monitors operational costs to ensure department is operating within budget; provides information for preparing an operational and capital budget
- Prepares periodic reports for Director communicating unusual situations, problems or incidents
- Acts as backup for Receptionist as required (sick leave, personal days, breaks, lunches, etc.)
- Working with the Manager, Facilities and Office Services in Toronto, manages São Paulo office space planning to ensure business has sufficient staff seating to meet their short and long term requirements. Assigns seating to new hires.
- Point of contact for the São Paulo intranet site (includes posting of material, updating, etc.)
- Responsible for delivering New Hire Orientation to new employees as applicable
- Provides expat support locally
- Liaises with the IT Service Desk in Toronto to coordinate the procurement and installation of new technology components
- Plays a primary coordination role for both onsite and offsite technical support, involving both the IT Service Desk in Toronto and IBM São Paulo
- Works closely with the IT Service Desk in the development and modifications on ongoing support procedures involving the São Paulo office
- Performs month-end accounting activities on behalf of the Sao Paulo office; includes bank reconciliations, journal entries, other reconciliations, intercompany transactions, and other routine processes (filing, coordination between offices – email / telephone)
- Reviews, prepares, and codes invoices for approval; sends originals and backup for review and payment approval
- Works with Manager, Facilities and Office Services in understanding the expenses for the branch office versus budget
- Sends out correspondence between tax authority and KPMG
- Interface with CPPIB internal legal department as required
Position Requirements
- 5 – 7 years experience in facilities/office services (operations, maintenance, security, housekeeping, etc.) locally, preferably in a financial, banking or legal environment
- Experience coordinating and establishing a new office; familiarity with satellite offices with firms headquartered in North America preferred
- Prior work experience in a fast-paced, high-growth, complex, and high visibility organization in the investment banking or financial services environments
- Experience with information services and reception an asset
- College or university degree preferred
- Strong communication skills (written and spoken); strong command of the Portugese and English languages, additional languages (German, French) an asset
- Superb interpersonal skills and demonstrated relationship builder who develops lasting positive and value-adding relationships
- Pro-active self-starter who initiates ideas and owns and delivers against work undertaken in a way that adds value to the corporation and contributes to CPPIB achieving its business objectives
- Flexible, well-organized and comfortable working well under pressure and with tight deadlines to produce high quality work in a timely manner
- Confident and determined individual with experience working in a high pressured, fast paced, timeline driven environment
- Proven ability to work independently as well as to perform effectively in a team environment
- Has the utmost integrity and discretion; is decisive, and has proven negotiation and team-building skills; ability to exhibit diplomacy and tact
- Highly regarded as able to keep confidences and earn the trust and respect of stakeholders
- Proficient in Microsoft Office (i.e. Word, Excel, PowerPoint, Access) applications
- Demonstrated work prioritization skills; solid organizational skills
- Exceptional attention to detail with demonstrated excellent judgment, professionalism and integrity
- Ability to work in a high performing culture with strong problem solving skills
- Highly proactive, responsive, reliable, adaptable, self motivated and time flexible
- Is able to work irregular hours in line with a workload that fluctuates based on priorities and timeframes
Visit our Linkedin Career Page or Follow us on Linkedin via this link CPPIB LinkedIn Career Page
At CPP Investment Board, we are committed to diversity and equitable access to employment opportunities based on ability.
We thank all applicants for their interest but will only contact candidates selected to advance in the hiring process.
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