Office Manager

a Word About Us

We come from many different places, but what unites us is our passion. At Moment Factory, each new project is a blank page awaiting the creativity and talent of our whole team, no matter the individual responsibilities, roles, or fields. Our desire to innovate, to take risks, and to learn from our mistakes and from each other is what allows us to create collective projects that go above and beyond. Today, thanks to a team of 420 creative minds, we have been able to create immersive multimedia environments for artists, museums, airports, brands, theme parks and events, as well as our signature shows. No matter the canvas – be it film, lighting, multimedia architecture, sound design, special effects, or interactive projects – the thirst for experimentation and innovation is at the core of our DNA.

YOUR TEAM

As a member of our procurement team, you'll work behind the scenes on various projects to ensure the smooth operation of the Studio. You’ll provide guidance, support, and assistance to teams and be the main point of contact with our suppliers to guarantee an optimal working environment for our operations.

YOUR MISSION

Within the Procurement division, you’ll become a key player at the Studio. Your mission: to create a safe and inspiring work environment for our talents, while enhancing Moment Factory’s reputation with our suppliers and external partners. As a true facilitator, you’ll work closely with various project stakeholders and organize the work of team members (day/night) to ensure operational efficiency and smooth execution. Drawing on your expertise, you’ll have the opportunity to optimize our processes and develop an innovative facility management strategy aligned with Moment Factory’s long-term vision and values.

Roles And Responsibilities

• Supplier Management and Employee Services:
• Manage relationships and participate in RFPs and supplier selection
• Oversee and track contracts
• Define needs and ensure quality of services provided
• Handle invoicing processes and liaise with the Finance team
• Monitor budgets
• Coordinate studio-related maintenance work and accesses
• Security Management:
• Ensure optimal studio security (surveillance, vandalism prevention, security systems, emergency contacts, etc.). Implement processes and plan necessary resources to maintain safety
• Be proficient in the security system's operation, optimizing its use and daily impact
• Manage and distribute access key cards
• Act as the first responder in emergency situations
• Supervision and Task Optimization – Night Watchperson and Logistics & Maintenance Agent:
• Night Watchperson:
• Site security
• Minor work (improvements, furniture assembly, organizing, etc.)
• Inventory updates
• Some light cleaning-related tasks
• Logistics & Maintenance:
• Space maintenance: manual tasks, repairs, organizing, layout, etc
• Errands and various purchases
• Supplier relationships
• Facility Improvements Management:
• Centralize and oversee all layout/change requests
• Identify necessary improvements and coordinate related requests
• Act as the liaison with the building owner when needed
• Monitor the renovation/improvement budget
• Space Management in Relation to the Building Owner:
• Manage the lease with the owner in collaboration with the legal department
• Oversee and track parking space allocations
• Maintain a positive relationship with the owner and handle service requests
• Inventory Management Related to Space Needs:
• Develop tools and optimize the inventory process
• Track inventory and orders with relevant stakeholders
• Manage or delegate inventory update tasks and supervise their execution
  
  
  

YOUR JOURNEY INCLUDES

• College diploma (DEC) in Administration, Operations Management, or any other relevant field
• 3 to 5 years of relevant experience in office management, logistics, or equivalent
• Demonstrated skills and experience in managing staff and service providers
• Professional fluency in both French and English, written and spoken
• Proficiency with both Mac and PC platforms, and strong skills with Google Suite (Docs, Sheets, etc.)
• An interest for AI
  
  
  

YOUR QUALITIES

• Responsible, with strong organizational and time-management skills
• Resourceful and detail-oriented (rigorous)
• Responsive and available
• Diplomatic
• Able to work in a fast-paced and constantly evolving environment
• A true team player with strong interpersonal skills
  
  
  

SOME PERKS THAT COME WITH WORKING AT MF

• Hybrid work mode to optimize work-life balance
• Group insurance benefits for you and your family
• Wellness account allowing you to claim personal expenses
• inspiration account
• Free access to Dialogue telemedicine service, to quickly respond to your health concerns and those of your family
• 5 paid sick days per year
• Personalized training and skills development plan through the MF School
• Daily meals at reduced cost, snacks, and coffee available at all times
• MF Life Department, a catalyst for employee wellness initiatives (physical, mental health, social activities, etc.)
  
  
  

If you think this position is for you, we invite you to apply now. Unfortunately, we will not be able to follow up with each candidate, so we will only contact the selected individuals. Thank you for considering a career at Moment Factory. We are looking forward to meeting you!

Your resume will be read by Billy our internal recruiter.