Office Services Coordinator

Great Place to Work™ 2020, 2021, 2022, 2023 | Best Workplaces™ in Financial Services & Insurance 2020, 2021, 2022, 2023 | Best Workplaces™ for Mental Wellness 2023 | Best Workplaces™ for Giving Back 2022 | Best Workplaces™ for Women 2021 | Best Workplaces for Inclusion 2021 | Best Workplaces™ in Ontario 2020 and 2021

Our Company

Picton Mahoney Asset Management (“PMAM”) was founded in 2004 to provide unique investment solutions to institutional, retail and high net worth investors in Canada and around the world. We are proud to say that we are 100% employee-owned and manage approximately $9.6 billion in sub-advisory, pension plan and hedge fund assets on behalf of our clients. The core values at Picton Mahoney guide the employee experience and contribute to the culture which fosters strong, transparent relationships.

Why Work at Picton Mahoney?

Picton Mahoney Asset Management is a place where employees can be proud of building a rewarding career that offers growth and the opportunity to evolve within a supportive culture that focuses on professional development. Over the years, we have learned from feedback and have developed strategies and programs that enhance employee engagement and improve the employee experience. As our values state: We work together; fully engaged and aligned. We support each other, and our actions contribute to the strategic goals of our firm. We are highly focused on continuous improvement while driving positive change and stronger results across our team and the firm. We believe in integrity and always “doing the right thing” for our clients, colleagues and the firm. We are committed to performance, excellence and winning. At Picton Mahoney, “stepping up” is an action, not a thought, which results in the development and implementation of those ideas. We accept full responsibility for personal performance and results. We believe in being open when providing and receiving feedback, because it makes us better at what we do best.

The Opportunity

Join our dynamic team and be at the heart of our Office Services operations! As a vital member, you'll play a key role in ensuring smooth administrative functions across all departments, from Technology, Human Resources to Finance and beyond. Handling incoming calls with a smile, you'll provide top-notch customer service and expertly route inquiries. From coordinating office catering to maintaining pristine boardrooms, your upbeat attitude and proactive approach will keep our workspace in tip-top shape. With a finger on the pulse of office needs, you'll problem solve, support various committees, and assist with company event planning! Ready to dive in and tackle whatever comes your way? We'd love to hear from you!

This is an initial 1-year employment contract, with competitive health and dental benefits, fitness and wellness reimbursement program, 15 days vacation, and participation in our ‘Employer of Choice' programs!

Responsibilities of the Role

• Provide comprehensive administrative support for the Toronto Office, including organizing and maintaining office systems and procedures.
• Support various departments such as Human Resources, Operations, IT, Finance/Payroll, Compliance, and Investment teams with day-to-day administrative tasks.
• Manage incoming phone calls professionally, directing them to the appropriate internal contacts and ensuring high-quality customer service.
• Administer security access cards for the office and support our building management and facilities team initiatives.
• Oversee office supply orders and maintain organized inventory levels.
• Coordinate office catering, ensuring timely delivery and presentation.
• Handle incoming and outgoing mail, as well as arrange for deliveries and courier pickups.
• Maintain office files and assist with mail sorting to ensure efficient organization.
• Monitor and maintain tidiness in boardrooms and office spaces throughout the day.
• Manage kitchen supplies and ensure proper functionality of appliances.
• Maintain strict policy regarding security access cards to the office, ensuring adherence to protocols.
• Handle printer and copier maintenance, troubleshooting issues and ordering/replacing toners as needed.
• Support various committees, including the Social Committee, Health Safety and Wellness Committee, and Diversity Equity and Inclusion Committee, as well as assist with company event planning.
• Perform any other duties as assigned and required.

The Qualifications and Experience Required

• Prior experience working in an office administrative capacity is preferred, but not required. We are most interested in candidates who have experience working in a top-quality customer service environment, focusing on maintaining high-quality standards, professionalism, punctuality, and time management.
• Completion of post-secondary education is highly advantageous.
• Available to work in our Toronto office, Monday to Friday, 8:30 AM - 5:00 PM.
• Friendly, discreet, service-oriented personality, adept at representing both internal and external customers.
• Ambitious and driven, with a natural inclination to support various teams and see projects through completion.
• Excellent phone manner and polished presence; passionate about delivering exceptional client service, with a growth mindset and curiosity and creativity for best practices.
• Exceptional integrity, prioritizing confidentiality in business matters.
• First Aid/CPR certification is an asset.
• Highly organized with the ability to prioritize tasks independently and meticulous attention to detail.
• Outstanding written and verbal communication skills.
• Intermediate proficiency in MS Word, Excel, PowerPoint, Outlook, with an interest and passion in learning and applying new technologies.

Our Commitment to Employees

At Picton Mahoney Asset Management, we take pride in elevating our employees' experiences through an array of exceptional perks and programs. Enjoy a suite of benefits including Corporate Wellness & Fitness Reimbursement, Women in Capital Markets partnership, Women Executive Membership, Volunteer Days, Charitable Matching, Maternity and Parental Leave Top-Up, Peer Performance Recognition Awards, Semi-Annual Performance Bonuses, a generous Annual Vacation Entitlement (minimum of 15 days/year), Tuition Reimbursement, Extensive Medical & Dental Benefits, Healthcare Spending Account, and more. These offerings are crafted to enhance your career journey and overall well-being. Join us in an environment that values your growth and success!

Picton Mahoney Asset Management is proud to be recognized by Great Place to Work® as a 2021 “Best Workplaces for Inclusion” and 2021 “Best Workplaces for Women”. We are committed to providing an equitable and fair work environment for everyone and all hiring and other personnel actions will be taken without regard to race, colour, creed, religion, sex, disability, gender identity, gender expression, family status, age, language or national origin. If you require an accommodation at any point in time throughout the application and hiring process, please contact Human Resources at (416) 955-4108 or at [email protected].