Office Manager & Security Coordinator

Job description

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 coordinati…