Office Manager & Security Coordinator

Location: Ottawa Workplace: OnSite WHO ARE WE? Cohere is the leading security-first enterprise AI company. We build cutting-edge foundation AI models and end-to-end products that are designed to solve real-world business problems. We’re training and deploying frontier models for enterprises who are building AI systems. We believe that our work is instrumental to the widespread adoption of AI and we are looking for folks that want to be part of that. We obsess over what we build. Each one of us is responsible for contributing to increasing the capabilities of our models and the value they drive for our customers. Cohere is a team of researchers, engineers, designers, and more, who are all passionate about their craft. We are a global technology company headquartered in Toronto with key offices in London, New York City, San Francisco, Montreal, Paris, Berlin and Seoul. Join us! Role Overview: The Office Manager & Security Officer will serve as the primary point of contact for both day-to-day office operations and security protocol implementation for Cohere's Ottawa office. This hybrid role ensures seamless front-facing operations while maintaining compliance with Canadian industrial security standards for government contracts. The position combines administrative excellence with security expertise to create a welcoming, secure, and productive work environment. Key Responsibilities: Front-Facing Operations & Vendor Management: - Direct oversight of cleaners, food & beverage program, suppliers, and maintenance vendors - Coordinate room setups (snacks/water), manage external visitor logistics, and ensure office cleanliness/organization - Lead internal communication channels (Slack: #office-Ottawa, #celebrations) and disseminate company-wide updates - Handle shipping and logistics, including laptop distribution for new hires and managing returns Security Compliance & Protocol Implementation: - Ensure compliance with security policies, procedures, and regulations for handling classified information aligned with PSPC and Contract Security Program (CSP) requirements - Oversee security screening processes for employees, contractors, and visitors - Enforce access controls, secure storage, and transmission protocols for sensitive materials - Report security incidents to relevant authorities (e.g., CSP, Canadian Security Intelligence Service) as required - Maintain accurate security records, including clearance coordination, training logs, and incident reports - Provide back up to the Company Security Officer Office Management & Inventory: - Maintain food, office, and cleaning supply levels; track usage and reorder proactively - Conduct office tours and serve as primary in-person point of contact for new employees - Oversee incoming/outgoing mail and package handling - Provide on-site support for off-sites and events as needed, collaborating with hosting teams on security, access, onboarding, and guest logistics Events, Culture & Community: - Organize monthly social events (e.g., Pride Party, holiday celebrations) and "moments of delight" for team morale - Manage event execution with security considerations for internal and external gatherings - Coordinate guest experiences and visitor logistics - Oversee mail management and package handling Qualifications & Requirements: Mandatory Requirements: - Canadian citizenship and current residency in Canada - Valid Reliability Status with familiarity with CSP/PSPC frameworks - 2+ years of experience in security operations (government/industrial security preferred) Preferred Qualifications: - Experience managing vendors, facilities, and office operations - Familiarity with government contract security requirements - Strong event planning and community engagement skills - Excellent communication and interpersonal abilities Application Note: Only candidates meeting the citizenship and residency requirements will be considered. Candidates must be able to work in Ottawa and may be required to pass additional security screening for government contract compliance. FULL-TIME EMPLOYEES AT COHERE ENJOY THESE PERKS: - A weekly lunch stipend of $75/£75 or equivalent in your local currency for lunch. - Full health and dental benefits, including a separate budget for mental health. - RRSP matching, 401K, Pension Scheme. - 100% Parental Leave top-up for up to 6 months, for either parent. - Annual enrichment benefits: Arts & culture, fitness/wellness, quality time, and a workspace improvement credit. Education & learning stipend for conferences, courses, and coaching. - 6 weeks of paid vacation (30 working days!) - Budget for traveling to other offices if you are remote, plus an annual company offsite. HOW AND WHERE WE WORK: - Cohere is remote-friendly, but we also have offices in Toronto, London, New York City, San Francisco, Montreal, Paris, Berlin and Seoul with more opening soon. - For those in the office: a daily lunch program, plenty of snacks, and regular community and social events. - For those not near an office: a co-working benefit so you can work alongside others in your city. - Everyone receives a $500 home office stipend to set up your workspace properly. If any of the above doesn’t line up exactly with your experience, we still encourage you to apply. We strive to create an inclusive work environment for all; we welcome applicants from all backgrounds and are committed to providing equal opportunities. Should you require any accommodations during the recruitment process, please submit an Accommodations Request Form https://docs.google.com/forms/d/12a6IrLdF3kI2nonKSr4tiFuz18rLQbaeYV-JM9L4o9Q/edit, and we will work together to meet your needs. We may use AI-enabled tools to screen and assess applicants against the criteria for this position. This helps our recruiters identify potentially qualified candidates, but it doesn't limit the applications our recruiters may review or consider. Beware of Scams: Cohere will never ask for payment or third-party services (e.g., CV writing) as part of our hiring process. All legitimate roles are listed on the Cohere careers page and LinkedIn only, with all communications from Cohere employees coming from an @cohere.com or @cw.cohere email alias. If jobs are viewed on other sites then please verify these through our official careers https://cohere.com/careers page.