Job Description: Office Manager & HR Coordinator

Department: General Administration

Location: Toronto / Calgary

Who we are:

Validere is the enterprise intelligence platform for the energy industry. Our all-in-one platform empowers energy companies to make smarter decisions by streamlining operations with integrated data, automation, and predictive insights.

Over 50 of North America’s leading energy companies rely on Validere’s technology and multidisciplinary experts to improve their operations and navigate complex compliance requirements with clarity and ease. The company has offices in Calgary and Toronto.

Who you are:

We’re looking for an Office Manager / HR Coordinator who is proficient, highly motivated, detail-oriented, and interested in long-term growth alongside our business. Reporting to the Chief Operating Officer, you will support our employee experience by ensuring seamless office operations.

Because this role is closely connected to our employees and workplace operations, it requires onsite attendance at least four days per week.

What you will do:

Office Management & General Administration (50%)

• Facilities Management:

  • Liaise with vendors including suppliers and building management
  • Lead and maintain relationships with subtenants
  • Office access card management
  • Act as primary point of contact for all building communications
  • Arrange repairs and enhancements for the office environment

• Partner with Senior Accounting & Payroll Specialist on payroll administration

• Act as primary administrator for various employee platforms and tools

• Order office supplies, monitoring stock levels and managing a records database

• Keep updated records of office expenses and costs

• Own branded merchandise orders - budget and inventory management

• Support SOC audit purposes

• Primary on-site “go-to person” for all administrative needs of the business

• Ad hoc requests from the Chief Operating Officer

• Partner with Senior IT & Systems Manager on any ad-hoc projects

Recruitment & HR Coordination (35%)

• Own and maintain detailed records in the HRIS system and company HR drive

• Coordinate recruitment process and ownership of job candidate experience

  • Manage job candidate pipeline and scheduling associated with it
  • Source and reach out to ideal candidates on LinkedIn and various other platforms
  • Perform initial screening calls
  • Prepare offers of employment from templates
  • Initiate, maintain, and monitor candidate background checks

• Partner with operations teams on employee onboarding and offboarding

  • Access card assignment and management
  • Set up onboarding sessions/exit interviews
  • Ensure new hires complete mandatory HR trainings
  • Assist Senior IT Manager with hardware collection and shipments

• Act as benefits administrator

  • Partner with Senior Accounting Specialist as benefits advisor for employees
  • Liaise with our benefits brokers

• Partner with IT & Systems Manager to ensure monthly employee trainings are completed

• Own and maintain Employee Handbook and all HR policies

  • Partner with Senior IT & Systems Manager in policy administration, evidence collection, and SOC compliance

• Provide employment verification services for existing employees

Employee Experience Coordination (15%)

• Organize company events, team socials, and wellness initiatives
• Order and maintain inventory of snacks/beverages for the offices
• Own and execute weekly team-building lunches across 2 offices
• Book restaurant reservations for employee events
• Ordering and shipping of prizes for team social winners
• Budget management for Party Planning Committee

What you bring to the team:

• A Bachelor’s Degree is preferred; a relevant college diploma will be considered
• Proven experience as an Office Manager and/or HR Coordinator or other relevant administrative support experience
• Innovation and improvement mindset - suggest ways to improve and innovate processes, systems, etc. to optimize team and greater employee experience
• Ability to balance employee experience with business requirements
• Ability to balance multiple and sometimes competing priorities
• Self-starter comfortable with ambiguity in a fast-paced environment
• Excellent computer skills, including a high degree of proficiency in Google Suite
• Very organized and agile with the ability to prioritize
• Reliable, personable, and professional
• Experience with handling confidential information
• Excellent oral and written communication skills

What we offer:

• Competitive compensation
• Stock options (at Validere, we're all owners)
• Professional development budget to master your craft
• Comprehensive health and dental benefits
• Generous time-off with parental/family leave
• Quarterly Employee Wellbeing Days
• “Great Place to Work” Certified
• Hybrid work arrangements - working remotely 1 day per week
• An inclusive, ego-free environment where diversity of people and thought is valued
• Opportunity to impact the trajectory of a fast-growing tech company

Our shared values:

• Deliver (the highest) value
• Remove friction
• Every day; more scalable
• Be well, fair & transparent

Validere is an equal employment opportunity employer. We welcome and encourage applications from everyone regardless of race, colour, religion, gender, sexual orientation, age, or disability status. Accommodations are available on request for candidates taking part in all aspects of the interview process and beyond. We are committed to providing an inclusive, open, and diverse work environment.

At Validere, we utilize Dover as our applicant tracking system for both applicants and sourced candidates. However, all candidates are thoroughly reviewed and advanced by our dedicated internal recruitment team, ensuring a personalized and attentive hiring process. It’s important to note that we do not employ additional AI tools in this process; our evaluation is entirely manual, focusing on the unique qualifications and experiences of each candidate.

The annual salary range for this position is between $68,000 and $80,000; actual total compensation will be determined based on experience, qualifications, and location.