Office Manager

POSITION: Office Manager - Be the person who makes a 115-person workplace run brilliantly.

EMPLOYMENT: Permanent, full-time

REPORTS TO: EVP, Managing Director or their designate

YOU SUPPORT: Our President and CEO, and a team of ~115 people

WHY THIS ROLE MATTERS:

At Blackstone Energy Services, we help our clients manage their energy use and cut carbon emissions through energy performance contracting, decarbonization programs and clean infrastructure. Behind every project is a busy, growing team of about 115 people, and a head office that needs a capable, warm and highly organized office leader at its centre.

As our Office Manager, you’ll run head office day to day, from the front door to the boardrooms. You’ll be the first face our clients see, a trusted source of support for our President and CEO, and the go-to person our employees rely on to get things done. One morning you’re hosting a client meeting; the next you’re booking group travel or helping plan a client event. Roughly half your time goes to office operations, with the rest split across executive support, travel and events, and employee experience.

WHAT YOU’ LL DO:

Office Operations & Hospitality

• Keep the office professional, presentable, organized and welcoming every day, including the details that matter, like a stocked kitchen, fresh coffee and a running dishwasher.
• Greet clients and guests, and prepare meeting rooms ahead of their
• Maintain tidy, well-organized workspaces, filing systems and storage
• Manage inventory of kitchen supplies including beverages and snacks, cleaning and other office
• Oversee company uniform inventory and branding requirements; order business cards and printed
• Handle snail mail, courier pickups & drop-offs, and errands such as equipment repairs and gifts for employees and/or clients.
• Answer employees’ office questions in person and remotely, from locating supplies to printing and
• Maintain office policies, procedures and administrative
• Manage the booking schedule for two corporate suites and coordinate guest
• Ensure phone auto-attendant is maintained and
• Requires a minimum of 4 days a week in

Facilities, Health & Safety

• Act as the main contact with building management for maintenance, repairs and facility issues, and share building notices with staff.
• Administer the office security and access system, including cards and Ensure holiday schedules are maintained.
• Champion office health and safety and serve as one of the office’s Fire

Vendors, Purchasing & Expenses

• Serve as primary contact for office service providers and vendors; Obtain quotes, negotiate pricing and keep purchasing cost-effective. Track, maintain and renew service agreements and vendor contracts.
• Manage your corporate credit card: submit receipts, code expenses in our expense software platform, and process and track office invoices.
• Coordinate pickup and payment for printing and other external

Executive Support

• Manage calendars and provide administrative support to 2 Executive Leaders: our President and our
• Register leaders for conferences and events, and manage corporate memberships and related
• Process executive expenses and provide backup support to the Finance
• Source and coordinate services for the executive team as

Travel & Events

• Book and manage individual and group travel including flights, hotels, ground transportation, itineraries and changes. including pre-payment for smooth check-ins.
• Book meeting rooms, venues and restaurants for training sessions, off-sites and team gatherings, and arrange
• Support the delivery of company events and recognition activities, including:
  • Support for Marketing for Annual Client Symposium
  • Quarterly all-staff meetings and socials
  • Holiday and summer celebrations

Employee Experience & Culture

• Own onboarding logistics for new hires: workspace setup, access cards, welcome bag, uniforms ready before day one, and office orientation.
• Support employee engagement, recognition and wellness
• Help keep our office a clean, welcoming, inclusive place people want to come

WHAT YOU BRING:

Must-haves

• 3–5+ years of experience in office management, office administration or a similar
• Experience supporting senior executives, including calendar management and travel
• Exceptional organization and time management - you juggle competing priorities without dropping
• Clear, professional written and verbal communication, with strong interpersonal You keep people in the know and have details on hand before they need to ask or check twice.

• Sound judgement and discretion in handling confidential
• Strong Microsoft 365 skills (Outlook, Word, Excel, PowerPoint and Teams).
• A proactive, service-first mindset: you spot what needs doing, solve problems independently and are happy to roll up your sleeves.
• Ability to work independently while collaborating effectively across

Nice-to-haves

• Post-secondary diploma or degree in business administration, office management or a related
• Experience in an organization of 100+ employees (not all employees are on-site)
• Facilities management and vendor coordination
• Experience with expense management
• Corporate event planning
• Current First Aid/CPR certification, or willingness to obtain

WHAT SUCCESS LOOKS LIKE:

• You’re the go-to. Employees know who to ask about anything office-related - and they’re glad they
• The office just Day-to-day operations run so smoothly that no one sees the effort behind them.
• Events and travel land Meetings, trips and company events come together seamlessly.
• Resources are well Vendor relationships are strong and office spending is under control.
• Leaders stay Executives and teams can concentrate on the business because the details are handled.
• People feel at New hires feel welcomed from day one, and engagement across the office is high.

WHY YOU’LL LOVE WORKING HERE:

• Your work supports a team helping Canadian institutions cut energy costs and carbon emissions.
• Work directly with our President, CEO and senior leadership.
• Hospitality, operations, events and people - no two days are the same.
• Real authority to run the office and improve how things work.
• Health & dental benefits, investment program, vacation, professional development, and a collaborative, rewarding culture.
  
  

Send us your resume and a few lines about an office you made run better.

BESI is an equal-opportunity employer committed to an inclusive, accessible workplace. Accommodations are available on request at every stage of the recruitment process, in accordance with the Ontario Human Rights Code and the AODA. Our commitment to sustainability and climate responsibility is foundational to who we are.  Read our Corporate ESG report here.  

We thank all candidates for their interest, however, only those being considered for an interview will be contacted. Our recruitment process does not use artificial intelligence (AI) tools to support activities such as application screening and candidate assessment. All hiring decisions are reviewed and made by human representatives of the Company.