Operations Coordinator

2 months ago

Toronto, Canada INNOCEAN Canada Full time

We're on the lookout for an exceptional Operations Coordinator to join our team If you're ready to level up and eager to be part of a leading creative advertising agency that’s all about exploring further and doing great work, then you're exactly who we're looking for

We want someone who's not just a team player but an ambitious and creative spirit who wants to work with and support our fantastic cross-functional agency crew. Your mission? To help us create and maintain an environment that not only runs smoothly and efficiently but also fosters a culture of collaboration, innovation, and business success.

Sound like fun? Read on

The Role:
We want someone proactive who likes to make things happen. This is a role where you'll be at the forefront of streamlining office operations. From handling service contracts to elevating our office vibe, we’re looking for someone with a knack for problem-solving and a keen eye for detail.

This role is all about keeping things organized, managing negotiations, and maintaining oversight on operational elements across the board. From handling vendor relations to ensuring our workspace fosters pleasant productivity and well-being, the successful candidate will be a an important part of our team.

But it doesn't stop there. This role is not just a job, there’s flexibility and opportunity so this role is really what YOU make of it We're looking for someone who will bring their strengths and interests and add them to the mix, someone who's not afraid to roll up their sleeves and get involved in agency-wide initiatives and committees.

If you're ready to tackle these challenges head-on and make a meaningful impact, start exploring a career with INNOCEAN Worldwide.

What your typical day will look like:
· Vendor Relations: Serve as the primary point of contact for all vendor communications including printer services, cleaning companies, the property manager, beverage suppliers, and others. Negotiate contracts, manage service agreements, and ensure that all vendor deliverables meet quality and timeline expectations.
· HR and IT Support: Assist the HR and IT departments with administrative tasks as needed. This may include coordinating with IT for setting up hardware and software for new hires and exits. As well as supporting the HR department in logistical arrangements for onboarding, filing documents, leasing, liaison activities, parking arrangements, and managing insurance-related tasks.
· Equipment Preparation: Oversee the preparation and allocation of equipment and workspaces for new employees, ensuring a smooth and welcoming onboarding experience which may include scheduling key employees to meet with them.
· Office Appearance and Orderliness: Regularly evaluate the office environment and adjust to enhance its look and feel. Implement and maintain standards of cleanliness and organization throughout the office. Move furniture and purchase furniture and office equipment as needed. Maintain the cleanliness and organization of the office, including communal areas like the kitchen and boardrooms, ensuring these spaces are equipped and presentable.
· Security and Facilities Maintenance: Manage access controls, including security passes, camera systems, and keys. Ensure that all security measures are up-to-date and ensure a secure and efficient working environment.
· Liaison with Travel Agents: Coordinate staff travel arrangements, ensuring smooth and cost-effective travel planning.
· Committee Participation: Actively participate in the agency's social committee and help manage agency events. Be part of the Health and Safety committee, ensuring the office is to government standards and employees are aware. Be part of the Inclusion committee, contributing to a positive and inclusive workplace culture.
· Physical Tasks: Must be capable of lifting and moving office furniture and equipment as required to support office reorganization or setup needs.

What you bring:
2-3 years of experience with office management
Agency or creative company experience is a strong asset
Bilingualism an asset - from French, to Korean, or another language, proudly tell us what you’ve got
First Aid certification is an asset but not required.
Physical ability to lift and move furniture and equipment as needed.

What makes you stand out:
· Proven experience in an operations management role or similar, with a strong emphasis on vendor management, office administration, and support services.
· Excellent organizational and multitasking skills, with the ability to prioritize tasks efficiently.
· Strong negotiation and communication skills, capable of building and maintaining positive relationships with vendors, staff, and management.
· Technical proficiency with office hardware and software, including the ability to troubleshoot minor IT-related issues.
· A proactive approach to problem-solving and the ability to anticipate and address issues before they arise.

What you’ll love about working at INNOCEAN Canada:
·People-first and Inclusive of all – we’re proud to be recognized by ‘Great Places to Work’ - three years in a row and counting – overall, as well as for youth, inclusion, and as a Best Place to Work for Women.
·Flexible hybrid work set up, with an awesome space at King Street West for collaboration and team get-togethers.
·Generous time off plus an end of year winter break equals time well taken; our people also get extra days off when they reach key work milestones
·Your Wellbeing is all-important. Our comprehensive plan covers insurance must-haves and nice to haves from full benefits coverage and flex spending account for additional $$$, to RRSP’s confidential individual counselling, and paid personal days for you to take care of you.
·Coaching and mentorship in your day-to-day to fuel your growth.

INNOCEAN Canada is an equal opportunity employer that is committed to diversity, inclusion, and teamwork. We encourage all qualified applicants to inquire below. Any disability-related needs will be accommodated throughout the recruitment process.

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