Workplace Operations Manager

GAIN is a creative-led, insight-driven company that blends data, tech and creativity. We believe the best ideas emerge where intelligence and creativity unite, where insight sparks imagination, and where innovation turns possibility into progress. We are explorers of new frontiers, shaping bold strategies that move people, brands, and businesses forward. Individually and together, our specialist teams provide the vision, data, and confidence brands and organizations need to make braver, more impactful decisions. 

As a certified Great Place to Work®, we support each other fully, without ego or drama, and stay focused on what’s best for our clients and each other. We’re proud to be an inclusive company where people can bring their whole selves to work. Here, you’ll work with talented, passionate people who challenge you to do your best every day.

If this sounds like an adventure you’d like to be part of- then keep reading and apply below!

The Role

This role reports directly to our Group Operations Director (based in the UK) and plays a key part in our Global Operations team. Together, we work to deliver a seamless, consistent and well-connected support function across the entire business. You’ll be collaborating with colleagues around the world, with teams based in Canada, UK, Spain, India and The Philippines but your primary focus will be to support all the businesses operating from our North American hub in Vancouver and support their expansion plans in the region.

The Workplace Operations Manager is the heartbeat of our Vancouver office environment. This role is responsible for ensuring the office runs seamlessly day to day — operationally, physically, technically and financially.

This is a highly hands on role requiring someone who is administratively excellent, detail oriented, proactive, and deeply service minded. From stocking pantry items and coordinating courier shipments to managing building relationships, overseeing vendors, supporting compliance requirements, and setting up tech for an All Hands, this person ensures our office is welcoming, functional, compliant, and client ready at all times.

You take ownership of the office experience end to end, anticipating needs before they arise, maintaining high standards, managing operational budgets responsibly, and ensuring nothing falls through the cracks. You are equally comfortable troubleshooting meeting tech, managing supplier relationships, and organizing a team movie night, all while operating with strong judgment, discretion, and accountability.

Responsibilities

Property & Facilities Management
Oversee the day-to-day management and overall standard of the Vancouver office, ensuring a clean, organized, well-stocked, and professional environment.

• Maintain office presentation, cleanliness, storage areas, and shared spaces.
• Oversee office supplies, pantry, beverage, and consumable stock to ensure the office is always fully stocked.
• Manage mail, shipping, couriers, and general office logistics.
• Coordinate desk setups, standing desk moves, and workspace readiness for new hires.
• Serve as the primary point of contact for building management, access approvals, and facility-related requests.
• Manage vendor relationships, repairs, and ongoing maintenance.

Technology & Office Infrastructure
Partner with our outsourced IT vendor to ensure office technology and infrastructure remain secure, functional, and reliable. You are the on-site liaison and first point of contact for day-to-day technology needs providing immediate triage, coordinating with external IT partners and internal Central IT teams when escalation is required, and ensuring issues are resolved quickly and effectively.

• Act as the in-office contact for technology-related issues and escalate to outsourced IT or Central IT as needed.
• Manage device and hardware inventory, replacements, and upgrades.
• Ensure desk setups, meeting rooms, and AV systems are fully operational.
• Maintain organized, secure storage and oversight of office equipment.
• Manage and control software and office-related accounts, purchases and subscriptions. 

Health, Safety & Compliance
Serve as the Vancouver lead for Health & Safety and compliance.

• Serve as the primary point of contact for Health & Safety management for the Vancouver office, ensuring full compliance with local WorkSafeBC and other applicable regulations. 
• Coordinate with international office contacts to ensure alignment of consistent safety, wellbeing, and compliance standards.
• Ensure compliance with fire safety regulations, lease-specific requirements, and building management obligations.
• Maintain up-to-date records, policies, and training to ensure a proactive approach to risk management and regulatory compliance.
• Partner with HR to deliver an appropriate training module through the GAIN compliance training portal for Health & Safety across all employees.
• Support client data security and compliance questionnaires.

Employee Experience & Client Readiness
Create a welcoming, organized, and client-centric office environment.

• Coordinate and execute internal events, team activities, and office gatherings.
• Manage the office events calendar and support visiting clients and stakeholders.
• Provide office tours for new hires and visitors.

The ideal candidate has the following qualifications, but we encourage you to apply even if you feel you do not meet 100% of the requirements below. 

• 2+ years in a professional office management or administrative position with some experience in having supported organizational Operations and/or HR projects
• Strong computer skills; highly proficient in Google Workspace and Microsoft M365 suite of products, ability to learn new software and platforms quickly.
• Excellent interpersonal and communication skills, with the ability to work effectively across all levels of the business.
• Excellent business acumen, stakeholder management, and ability to exercise sound judgment and prioritization.
• High integrity and commitment to confidentiality
• Demonstrated ability to prioritize key focuses, communicate and manage them 
• General comfort around technology hardware; Zoom conferencing setup, Apple Airplay/Google Chromecast, basic Audio/Visual setup. 
• Proven experience in property and facilities management.
• Strong organizational and multitasking skills, with meticulous attention to detail.
• Experience managing budgets and negotiating with suppliers.
• Event planning and delivery experience, from concept through to execution.
• Proactive, solutions-focused approach with strong attention to detail.

• Hybrid work environment + a home office allowance

• Flex-Fridays! Friday is your uninterrupted day to wrap up the work week or sign off early
• 3 weeks of paid time off to start, plus a winter holiday office closure. 
• Work from anywhere in the world up to 20 business days or 4 weeks per year! We want you to build a life and a career at the same time.
• Wellness time, health + dental coverage, health spending account, and wellness spending account so that you can prioritize YOU.
• Dog friendly office, because our furry friends are part of the team too.
• Office gym membership 
• Reward + recognition programs to recognize your team (and be recognized) for all that we do
• Work at a certified Great Place to Work®

GAIN is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. We believe that diversity and inclusivity make our teams better, so it is our priority to create an equitable and inclusive workplace where our goals, initiatives, and commitments to action are shaped and strengthened by our team’s voices. Putting People First, one of our core values, means we never lose sight of humanity, care, and impact. 

Pay range - The typical hiring range for this role is $65,000 - $80,000 annually. This range reflects our commitment to our compensation philosophy, internal equity, and comes with a competitive and comprehensive total rewards package. Base pay will be determined based on role-related skills, knowledge, and experience.  

Disclaimer: we never request any form of payment or fees from candidates at any stage of the recruitment process. If you are contacted by anyone claiming to represent our company and asking for money or personal financial details, please report it immediately to people@thisisgain.com. All genuine communication will come from official company channels.