Job Type: Full Time
Function: Administration
Address: 160 Bloor Street East, 11th Floor, Toronto, ON
Working Model: In-person

At Sephora Canada, we’re passionate about finding and sharing beauty in the world. Our constant innovation, our ability to see and lead trends, and our focus on providing an outstanding customer experience make us the most-loved beauty community and top of mind for every Canadian. We find beauty in our communities, in our differences, our experiences, and in the spirit of our employees.

ABOUT THE ROLE:

As an Office Manager, you cover reception and lead administration functions at the Toronto Corporate Office. You will support the office and People Team with administrative functions and special projects.

This is a full-time onsite position, Monday through Friday.

WHAT YOU'LL DO:

Office Duties

• Reception coverage: serve as the first point of contract for the organization, answering the phone, responding to email and correspondence, and receiving visitors at reception
• Facilitate and carry out visitor procedures through Envoy
• Lead the booking process for larger meeting rooms
• Handle all mail/courier services to ensure effective inbound/outbound distribution (UPS and Canada Post)
• Maintain files for tracking of mail/courier/stationary supplies, office equipment and repair contacts
• Process various office invoices and ensure timely payment and follow up
• Main contact for building management. Coordinate and input all facility tickets and issues in a timely manner
• Responsible for the office meal, snacks, and coffee delivery services; proactively coordinate with vendors to ensure the office is properly stocked
• Overall management of the office to ensure a clean, organized, and professional working environment
• Support duties including answering and directing inbound calls, making travel arrangements, resolving inquiries and requests, or directing them to the most appropriate person or department for resolution

HR Support

• As the Culture Committee Ambassador, you support with in-office event planning and execution
• Maintain Office Employee Photo Directory
• Onboarding: Assist with employee onboarding - crafting access badge, welcome gratis box, etc.
• Health & Safety Committee Co-Lead: ensure office safety protocols are in place and work with building management on regular execution of fire drills

Office Coordination Tasks

• Ensure appropriate in stock levels of administrative and office supplies
• Collaborate with vendors for facilities management and equipment maintenance (HVAC, building management, office supplies)
• Maintain an efficient filing system for in-house documentation
• Process and centralize administration/vendor invoices
• Tidy and replenish meeting rooms as needed
• Order and replenishment of office supplies
• Order catering/lunch for meetings and senior leadership as needed

WHAT YOU'LL BRING:

• Outstanding organizational skills and ability to multitask
• Excellent client service and upbeat with a positive attitude
• Outstanding verbal and written communication skills
• Ability to handle sensitive matters with discretion
• Strong leadership, time management, and problem-solving abilities
• Self-starter, efficient, and able to produce high quality work under pressure and in a timely fashion
• Flexible with hours and ability to work additional hours when required
• Technical savviness – MS Office (Word, Excel, PowerPoint, Outlook), email, Internet.
• Bilingual – English/French an asset but not required
• Minimum high school diploma, college preferred
• Working experience in the retail industry an asset
• Ability to prioritize and pivot when vital
• Strong work ethic and sense of responsibility and confidentiality

WHY YOU'LL LOVE WORKING HERE

• 
  You’ll be part of a unique culture and family of passionate and inspiring individuals.
• You’ll work alongside the best talent in the industry – people you’ll be proud to work with.
• You’ll have access to the global community of luxury group LVMH (Louis Vuitton Moët Hennessy) for endless career opportunities.
• You'll have the opportunity to support causes through our Gift of Giving Program (matched donations through Benevity), donations of funds for volunteer time and offering and much more.
• Benefits you can mix and match, depending on your needs.
• Employee Assistance Program services for those times you need extra support.
• Access to our Well-Being@Sephora program to support your mental, financial, physical, and social well-being
• Holidays, time off, functional Friday hours and flexibility to support work-life balance.
• And of course, there’s our incredible swag – free product gifts throughout the year and tons of discounts with our brand partners.

Sephora Canada strongly believes in equal opportunity when it comes to employment and advancement. Our goal is to be inclusive, diverse, and representative of the communities where we work while creating an environment where every person can belong, grow, and build a beautiful career. This commitment applies to all candidates and employees regardless of race, ethnicity, citizenship, creed, place of origin, religion, sex, gender identity, gender expression, sexual orientation, family status, marital status, disability, age, and/or any other diversity dimensions. Requests for accommodation due to a disability (visible or otherwise), other protected characteristics or other reasonable circumstances can be made at any stage of the recruitment process and during employment by contacting our People team.