Manager, Office Administration & Fulfillment
- Full-time, on site,12 month contract to start
- Easily accessible downtown Toronto location
- Competitive salary with access to health and dental benefits
We’re Raise, and we’ve joined forces with our client Accerta, who are looking to hire a Manager, Office Administration & Fulfillment as soon as possible.
Accerta Services Inc, is a B Corp-certified social enterprise enabling healthcare equality for all. As a social enterprise, they manage dental, vision, drug, and healthcare benefits programs exclusively for government and social services agencies in Canada. Their targeted experience and innovative technology provide cost savings, reliable service, process continuity, and accurate, insightful data that enables governments to make informed strategic decisions, reducing stress on the healthcare system through streamlined administration.
As the Manager, Office Administration & Fulfillment, you’ll oversee all fulfillment and mailroom operations, including incoming and outgoing mail, fax and courier services, production coordination, inventory management, and timely delivery of materials. The role also manages annual contract fulfillment and supervises facilities, reception, office supplies, and catering.
The Manager is responsible for vendor and contract management for printing, distribution, and courier services, including sourcing and negotiating with vendors that meet Accerta’s Vendor Security requirements to ensure cost efficiency, service quality, and reduce operational risk.
Aligned with Accerta’s commitment as a Certified B Corporation, the role supports the organization’s social purpose by promoting reliability, transparency, and responsible operational practices—strengthening equitable access to publicly funded services through secure information handling, clear service standards, and waste‑reducing fulfillment processes.
Primary Accountabilities:
- Enterprise-wide fulfillment and mailroom oversight: manage daily mail/fax/courier intake, processing, handling, and distribution; ensure secure chain-of-custody and accurate routing of materials.
- Fulfillment management across lines of business (including cross-partner activity): coordinate production, packaging, and distribution for outbound communications and materials; ensure service standards for timeliness and accuracy are met.
- Annual renewal fulfillment: plan, schedule, and execute annual renewal mailings and fulfillment activities required by key contracts, ensuring readiness of templates, print runs, inventory, and distribution capacity.
- Inventory and stock management: manage on-site inventory and stock held at third-party fulfillment partners; establish reorder points, conduct cycle counts, and prevent stockouts or obsolescence.
- Vendor and contract management: oversee contracts and relationships with printing partners, fulfillment partners, and distribution/courier providers; negotiate terms, monitor SLAs, validate invoices, and drive cost efficiency.
- Service continuity and risk management: maintain contingency plans for service disruptions affecting postal or courier delivery, monitor vendor performance risks, and implement mitigation actions to protect delivery timelines.
- Office administration oversight: manage reception coverage approach, facilities coordination, supplies, and catering; implement health and safety, privacy, and security compliance measures for workplace and mailroom operations.
- Mailroom staff leadership: oversee daily workflow, staffing coverage, training, coaching, and performance management; optimize processes to improve throughput and accuracy.
- Quality, controls, and documentation: develop and maintain SOPs, job aids, and tracking logs for mailroom and fulfillment; ensure audit-ready documentation, version control, and clear reporting on volumes, turnaround, and exceptions.
- Budget management: managing operational budgets for printing, fulfillment, and distribution; forecast demand, track spending vs. planned and identifying savings opportunities without compromising service quality.
- Cross-functional coordination: partner with operational teams, communications, finance, and technology stakeholders to align on requirements, timelines, data inputs, and reporting needs for outbound communications and renewals.
- Other duties as assigned.
Skills & Qualifications:
- 5+ years of experience in mailroom, fulfillment, print/distribution operations, logistics, or office administration in a high-volume environment.
- 3+ years of people-leadership experience (or equivalent demonstrated capability) including training, coaching, performance management, and workflow planning.
- Demonstrated experience managing third-party vendors and contracts (printing, fulfillment, couriers), including negotiation, SLA management, and invoice validation.
- Strong operational and financial acumen: budgeting, forecasting, cost control, and risk identification/mitigation.
- Knowledge of privacy, security, and safe-handling requirements for sensitive information; ability to implement controls and maintain secure processes.
- Strong process improvement mindset; experience developing SOPs, tracking logs, and standard work; ability to optimize workflow and reduce waste.
- Proficiency with Microsoft 365 (Excel, Word, SharePoint, Teams) and comfort working with tracking tools and operational dashboards.
- Excellent communication and stakeholder management skills; able to coordinate timelines, clarify requirements, and provide clear status reporting.
Education:
- Post-secondary education in Business Administration, Operations, Supply Chain, Logistics, or an equivalent combination of education and relevant experience.
A condition of employment is that you must clear an enhanced criminal background and vulnerable sector check.
Details:
This is a full-time, contract to start position in office 5 days a week. The work schedule is Monday through Friday, core business hours.
Your Application
We value diversity and inclusion and encourage all qualified people to apply; however, only those selected for an interview will be contacted.
Looking for Meaningful Work? We can help
Raise is an established hiring firm with over 65 years of experience. We believe strongly in making the world a better place through work, which is why we’re a certified B Corporation and donate 10% of our profits to charity.
We strive to build teams that reflect the diversity of the communities we work in. We encourage all qualified applicants to apply, including people from traditionally underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with visible/nonvisible disabilities.
We have a dedicated webpage for accommodations where you can learn more about what we offer, and request accommodation: https://raise.jobs/accommodations/
In order to submit candidates for roles, our clients will sometimes require personal information to confirm the identity of applicants and their legal status to work. Raise will never ask you for personal or banking information unless you have been selected for a job. If you are ever unsure about the legitimacy of this or another job posting by Raise (or have any other questions), please contact us at +1 800-567-9675 or hello@raiserecruiting.com
#IMW, #LI-SH1