People & Culture Coordinator and Office Manager

PatSnap‚ is a global, hyper-growth, venture-backed start-up with offices in London, Beijing, Shanghai, Suzhou, Singapore, Toronto and LA. Our cloud-based software enables innovators to be more effective in their research and investment decisions and bring new inventions to market faster.

Our hyper-growth trajectory is powered by our people, and we are extremely proud of our company-wide vision, work ethic, and entrepreneurial spirit. Ideas are always welcome, regardless of seniority, because we believe that open innovation amplifies success throughout every department: product development, marketing, sales or operations.

Our Office and HR Admin is the heart of business and a people champion. The Office and HR admin is a true advocate for PatSnap in and out of the business, lives our values every day, and inspires others to help build our Toronto community.

Our values:

• Integrity without compromise
• Self-learning & practitioner mindset
• Dare to dream big and make mistakes
• Customer-centricity
• Teamwork and sharing

Join us and be part of our story as we navigate through the quickly changing and fast-paced world of innovation and aim to make history.

Position Overview

This position requires a focus on both office management and HR admin/coordination.

Our offices are vibrant, lively, inspiring and an effective place for everyone to do their jobs. It is a space where employees can have team meetings, collaborate on brainstorming sessions, find quiet workspaces and host large events. We operate under a hybrid working model with employees coming into our office 2-3 times a week, with the option to work remotely the remaining days.

Our Office Manager will support the hybrid work model and ensure they provide a safe, productive and collaborative workspace for our employees when in office. In addition, this position is responsible for providing internal support to employees and managers and performing a variety of specialized administrative support activities.

What You’ll Be Doing:

Office Management

• Reporting to the People and Culture Operations Manager based in Toronto
• Serve as point of contact for information regarding areas of responsibility, as well as with property management of the building. Disseminate information to appropriate parties in a timely manner; monitors and/or follows-up
• Responsible for Health and Safety and fire evacuation procedures. Monitor and attend courteously to visitors and ensure that proper security procedures are followed. Required to facilitate the JHSC.
• Sort, prioritize and distribute incoming mail; ensure outgoing mail and packages are prepared properly and scheduled for delivery.
• Maintain a neat and organized office area, monitor office supply inventory and order as necessary; ensure received supplies are correct and expensed appropriately.
• Treats the office like a home, ensures that the space is..
• Performing all office area duties such as greeting visitors, accepting deliveries, following COVID-19 procedures and safety requirements
• Attend to any catering needs, interact with outside vendors and assist in management of group budget. Coordinate independently complex on-offsite/ department meetings.
• Coordinate and manage office cleaners and other vendors.
• Orders and maintains office supplies.
• Manage relationship with WeWork, attend any office building meetings and oversees property management services, including maintenance of office space and ordering proper janitorial supplies.
• Help facilitate any company events with the relevant departments.

Human Resource Coordination

• Focus on coordinating, scheduling and managing the Onboarding program in collaboration with the pre-boarding-program, Sales enablement training and Operations such as Finance, IT and Facilities
• Enhance and contribute to ideas to improve onboarding/office experience
• Working closely with PatSnap’s Human Resources Business Partner on the Employee Recognition Program and support the strategic direction of HR, including implementation of high-value added HR processes that support business goals and objectives.
• Assist the HR team in the implementation of policies and programmes encompassing all areas of human resources in order to satisfy legal requirements, cost containments, and work environments consistent with PatSnap’s core values.
• Become proficient and have excellent working knowledge of the HRIS, assist data accuracy.
• Promote business ethics and PatSnap core values in all efforts. Investigate complaints, violations and conflicts and escalate to your reporting manager.
• Promote change throughout the organization
• Assist with and at times lead special projects as requested.
• Provide a high level of service, knowledge and performance in the fields of:
• Employee Relations
• Employee support on benefit programs, policies and procedures
• Related documentation, processes and procedures

Top Traits Needed to Be Successful

• Energetic, personable, approachable
• Exemplary attention to detail and highly organized
• Excellent verbal and written communication
• Proactive and shows initiative
• Genuine desire to learn and grow.
• Personally interested in people, events, and community building
• Creative and imaginative

Who You Are

• Lives in the Greater Toronto Area and is excited to work in our downtown Toronto office Monday-Friday
• 1+ years of hands-on experience in a “People” focused position within a business, such as an Office Coordinator, Office Manager, Executive Assistant, HR Administrator, Talent
• Ideally has managed an office of 50+ before is desirable.
• Proactively anticipates and identifies needs/gaps and expectations of department and integrate into work processes
• Demonstrates perseverance and resilience to get the job done with excellence and on time
• Extroverted, personable, engaging, energetic, approachable, charismatic.
• Genuine desire to learn and grow. Excited to share your opinion and speak your mind
• Possess high degree of skill in disseminating information and maintaining confidentiality.
• Possess knowledge of computer software (Microsoft office product suite).
• Possess fundamental presentation skills.
• Must have excellent organizational, time management and customer service skills in a fast paced, changing work environment
• Highly motivated and approachable individual.

What Are The Challenges

• As with any role within a fast-growing SaaS business you have to be able to flex to changing business priorities, so if you are adaptable and embrace change then you will thrive in this environment.
• Our structure is relatively flat and non-hierarchical and egos don’t fly here so no job is too big or too small, we all get stuck in to make the business successful, so you’d better get ready to roll up your sleeves.
• Expansion is a major theme. We face new situations and market opportunities which we’ve not encountered previously. There isn’t always someone’s footsteps to follow so you will need to be able to work as a pioneer, carving the path and sharing your learnings with your colleagues

What You’ll Love

• 25 vacation days a year
• Two volunteer days for community volunteering
• Health and dental benefits for you and your dependents from day 1
• RRSP matching
• Hybrid Work
• Industry leading maternity and parental leave
• Mental health and wellness resources
• Joining a forward-thinking team that genuinely cares and wants you to succeed
• Service Anniversary Awards

PatSnap is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive work environment where all employees and applicants can flourish.

Please note that due to the high volume of applications received, only short-listed candidates will be contacted.

PatSnap