Office Services Specialist

About Us

As a self-regulatory organization, our mission is to promote healthy capital markets by regulating fairly and effectively so that investors are protected and confident investing in their futures. At the Canadian Investment Regulatory Organization (CIRO), we are committed to setting high regulatory standards for the investment industry, safeguarding investors, and supporting the integrity of Canada’s capital markets. Join a growing team and contribute to the dynamic and complex world of Canadian capital markets.

About this Opportunity

This position is a member of a local and national team of Office Services Specialists fulfilling varied responsibilities in support of the overall daily operations. In addition, this position supports and assists the Manager, Office Services.

Core Responsibilities

• Provides courteous and professional handling of all incoming calls and guests attending the office, including assisting callers with navigation of the CIRO website.
• (BAU) day-to-day operations, such as:
  • Customer service by providing consistent high-level support.
  • Facilities support by ensuring all areas are stocked and maintained in a professional manner to support a good employee experience.
  • Hotelling – comprehensive understanding of the hotelling application to ensure booking protocols are adhered to, troubleshooting, and reporting.
  • Mail/Couriers – including deliveries and distribution.
  • Maintaining various office equipment.
  • Fulfilling requests for meeting room setups and/or catering.
• Health & Safety
  • Contribute by serving as a first responder and fire warden.
  • Update the Health & Safety boards as requested.
  • Become confident with the emergency evacuation procedures and provide assistance as required in evacuating staff/guests from premises.
• Problem Solving/Trouble Shooting
  • Take ownership of the issue at hand.
  • Consider all possible solutions when problem solving and apply the most appropriate one, escalating as needed.
• Onboarding/Off boarding
  • Follow procedures and check lists to ensure all appropriate steps are taken in a timely manner.
• Records Retention/off-site storage
  • Arrange for off-site storage and retrieval of files.
  • Maintain the inventory list of off-site storage records.
  • Arrange for document destruction when requested.
  • Perform annual audit to confirm accuracy of off-site storage and destruction records.
• Security
  • Apply security procedures to all visitors.
  • Be aware of any suspicious behaviour in/around reception and lobby.
  • Become familiar with the Symmetry Access Control software system and responsible for access cards (issuance & deletion).
• Supplies
  • Compare costs of office supplies.
  • Place and follow up on orders, including special requests.
  • Maintain adequate inventory levels within the office.
• Teamwork & working independently
  • Needs to work as an integral member of the national team, communicating effectively and efficiently.

What You Bring

Must-have:

• Four years experience in an administrative or receptionist role in an Office Services capacity, or a combination of relevant education and experience.
• Knowledge of office equipment operations, facilities procedures, and ability to problem solve and troubleshoot issues at hand.
• Knowledge of physical security processes and procedures.
• Experience in a customer service environment.

Nice to have:

• Proficiency in MS SharePoint, Word, Excel and Outlook.
• Excellent organizational and critical thinking skills.
• Strong time management skills, including the ability to effectively prioritize and work on multiple tasks/projects at the same time.
• Effective communication skills, both oral and written.
• Exceptional people skills and customer service skills.
• Ability to lift up to 50 lbs.

What we offer:

• Competitive base salary in alignment with market
• Performance based bonus *
• Employer paid Health Benefits and Spending Account that offer flexibility to meet your individual or family needs as of day one
• Defined Contribution Pension Plan with company matching that starts on your first day of employment *
• Paid flex days and sick days *
• Vacation days
• Maternity Leave Of Absence/Paternity Leave Of Absence top up *
• Paid continuous learning and continuing development including designations

*Asterisked offerings are not applicable to contracts

Why the Canadian Investment Regulatory Organization (CIRO):

Our purpose and our impact:

With offices across Canada - from Vancouver to Montreal, our mission is to promote healthy capital markets by regulating fairly and effectively so that investors are protected and confident investing in their futures. As regulators, we understand that we are all investors, and therefore a career with us is a purposeful career: protecting our future.

Culture and Working Environment:

Life at CIRO is purpose and performance- driven. We foster an inclusive culture where teamwork, a forward-thinking attitude, and integrity are at the core of everything we do. This creates an environment where employees thrive, grow, and are empowered to learn and contribute their best.

Joining CIRO means becoming part of a dynamic and transparent organization that values accountability and is committed to maintaining the highest standards of regulatory oversight in the financial industry.

Looking for a career where you can safeguard the integrity of Canadian markets? Join CIRO and be part of the team that secures our financial future.

At CIRO, you’ll be part of an organization driven by Pride in Excellence, a strong Focus on Well‑being, and A Shared Purpose that connects our people to meaningful work. We’re committed to fostering an inclusive, supportive environment where you can grow and make an impact. Learn more about what it’s like to build your career at CIRO by exploring our Careers page: https://www.ciro.ca/about-ciro/careers

Our Commitment:

CIRO is an equal opportunity employer and is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). CIRO will provide accommodation to job applicants with disabilities throughout the recruitment process. Should you require accommodation, please contact Human Resources.

We are committed to creating an inclusive and barrier-free recruitment and selection process across Canada. We welcome applications from all qualified individuals and are dedicated to providing accommodations upon request for candidates participating in all aspects of the recruitment process, in accordance with applicable human rights and accessibility legislation.

Our Recruitment Process:

• This posting reflects an active vacancy on our team
• We use automated (AI) tools to assist with candidate sourcing and communications. Applications are reviewed by our hiring team and hiring decisions are made by people.
• This role has a hiring range of $46,000 - $51,000 with the placement and offered salary being based on knowledge, skills, education/training and experience, as well as external market conditions and internal equity.

While we appreciate receiving applications, only those applicants who closely meet the position requirements will be contacted. #LI-HYBRID #Hiring