Office Manager - Canada

About Us:

We are PIMCO, a leading global asset management firm. We manage investments and develop solutions across the full spectrum of asset classes, strategies and vehicles: fixed income, equities, commodities, asset allocation, ETFs, hedge funds and private equity. PIMCO is one of the largest investment managers, actively managing more than $2.2 trillion in assets for clients around the world. PIMCO has over 3,070 employees in 22 offices globally. PIMCO is recognized as an innovator, industry thought leader and trusted advisor to our clients.
PIMCO is one of the world's premier fixed income investment managers with thousands of professionals around the world united in a single purpose: creating opportunities for our clients in every environment. Since 1971, we have brought innovation and expertise to our partnership with the institutions, financial advisors and millions of individual investors who entrust us with their assets. We aspire to cultivate performance and leadership through empowering our people, diversity of thought, and a commitment to an inclusive culture that engages in our global communities.

Position Description:

This role is required to work onsite in the Toronto office.

The Canada Office Manager reports to the NY, VP of Office Services and has oversight of the day-to-day operational business needs across all business groups; PM, CM and BM.

The key activities in this role include:

Supervisory Responsibilities: Oversight of administrative resources

• Set goals and objectives and actively manage performance to meet business needs
• Provide development, mentoring and coaching
• Participate in the annual compensation program
• Lead the recruiting and interviewing process
• Organize new hire onboarding and training schedules
• Oversee Concur expenses and reconciliation processes along with approving reports
• Approve travel exceptions per specified guidelines
• Understand CRM and UMW and any system used by the admin team
• AMEX and Concur Administrator
• Manage Co-op program

Administrative Support

• Support managers' calendars, travel and expenses
• Oversee and assist with event coordination
• Prepare client reporting and meeting materials
• Answer phones and handle client, prospect and internal calls

Staffing Updates and Communications

• Meet with the Head of Canada regularly for office and project updates
• Conduct regular staff meetings
• Provide staffing updates to managers and assistants regarding new hires and changing assignments
• Meet with managers regularly to solicit performance feedback

Team Building

• Plan and coordinate team building events
• Promote a collaborative and team environment; build and maintain positive morale

Events: Planning and organization of small and large events

• Help facilitate all PIMCO client events
• Liaise with Amex Events to secure venues and manage large scale events
• Manage the invitation process, collecting RSVP's and providing regular updates
• Manage menu, AV requirements, venue set-up, gifts, etc.
• Attend in person to make sure event runs smoothly

Facilities: Space forecasting and planning; Remodels, moves, maintenance

• Maintain communication with building management
• Maintain communication with building security to manage security passes
• Liaise with all business groups to establish seating plans and oversee moves and remodeling plans
• Track open headcount reports and maintain space plans for 1-3 years
• Maintain a professional environment, executing repairs as needed
• Update floor plans
• Keep office abreast of any facilities/building related changes or projects
• Monitor office facilities and repairs that include, replacing lights, issues in the panties, or any Canada interior part of the floors
• Liaise with beverage vendor for regular pantry inventory
• Negotiate with vendors to receive the best possible pricing
• Maintain plans for Business Continuity Planning and participate in scheduled testing
• ReadSoft (only approve invoices under $500)

Office Equipment: Maintain technology and telecom resources

• Oversee equipment for conference rooms and pod areas, including video conference equipment and TVs
• Recommend replacement and upgrades as appropriate. Track user ratio for equipment such as printers and copiers
• Interface with vendors and process quotes and invoices
• Submit orders for computers and phones for new hires

Miscellaneous: Special Projects

• Execute and manage resources assigned to special project tasks
• Problem solve for any Canada Business Group
• Understand policies and procedures and be a resource for handling special requests
• Develop policies and procedures as needed
• Work on office shuffle and moves along with Office Administrator

Position Requirements:

• Previous experience in financial services industry an asset
• Must possess strong written and verbal communications skills, including an exceptional telephone presence and the ability to prepare professional correspondence
• Proactive self-starter that is able to work both independently and as a team to achieve goals in a fast paced environment
• Superior time management skills with the ability to prioritize, organize and execute multiple tasks while simultaneously managing daily deadlines
• Proficient working knowledge of Microsoft Office Suite including Outlook, Excel and Word
• Previous experience with Cisco Webex and Zoom

Benefits:

PIMCO is committed to offering a comprehensive portfolio of employee benefits designed to support the health and well-being of you and your family. Benefits vary by location but may include:

• Medical, dental, and vision coverage
• Life insurance and travel coverage
• 401(k) (defined contribution) retirement savings, retirement plan, pension contribution from your first day of employment
• Work/life programs such as flexible work arrangements, parental leave and support, employee assistance plan, commuter benefits, health club discounts, and educational/CFA certification reimbursement programs
• Community involvement opportunities with The PIMCO Foundation in each PIMCO office

Accommodation for Applicants with Disabilities:

PIMCO will make reasonable efforts to provide accommodation to candidates with disabilities in the course of the recruitment process upon written request. PIMCO requests that candidates seeking accommodation identify their particular accommodation needs as soon as possible in the job selection process. Candidates seeking accommodation may be asked to provide medical information or verification for the purposes of ensuring that a requested form of accommodation is safe and appropriate. Questions concerning the availability of accommodation in the recruitment process may be forwarded by e-mail to HRRecruiting@pimco.com