Business Operations Coordinator

3 months ago

Edmonton, Canada DDB Canada Full time

Overview:
The Business Operations Coordinator plays a key role in creating a vibrant, welcoming, and inspiring work environment - while also helping provide the necessary administrative support our growing business requires.

As a member of the Business Operations team, this individual will work cross-functionally across the organization in harmony with other departments to help us achieve our organizational goals. This role will be on site 2-3 days per week on average (Edmonton office.) However, this may increase depending on time of year.

**Office Operations (50%)**
- Ensure the office is clean, stocked, and presentable (with some support from JLL)
- Continually look for opportunities to optimize our space to support our creative process
- Manage relationship with JLL, addressing any facility-related issues in a timely manner
- In collaboration with the Social Committee, plan and execute staff engagement opportunities such as the Summer Party, Christmas Party, Staff Anniversary/ Celebrations and large all-staff sessions (Camp DDB)
- Plan and execute weekly Wednesday Breakfast
- In collaboration with Business Leadership, plan and execute client recognition opportunities (ex: holiday gifts)
- Communicate key facility-related information to full team as needed (ex: upcoming fire drill)
- Collaborate with HR to ensure we meet provincial health & safety and Omnicom security requirements
- Manage relationship with Indigo Parking and maintain record of allocations
- Coordinate incoming and outgoing deliveries
- Lead office optimization or renovation projects on an as needed basis (ex: partner with IT to update video conferencing capabilities in meeting rooms)

**Creative Operations (25%)**
- Complete award show submissions - ordering of broadcast/printed materials, online submissions, courier of submissions, and monitor upcoming award show due dates in a timely manner
- Maintain award show database - creative submitted, awards won, additional materials requested for shows and ordering tickets to award shows
- Maintain PR database for agency - online & print media in central place for agency to access

**Admin Support (25%)**
- Provide administrative support as needed, including maintaining calendar, submitting expenses, and booking travel
- Supporting SVP, Strategic Services on ‘as required’ requests such as coordinating same day courier services, catering requests, welcoming and directing clients, parking support, boardroom support, information sharing, excel spreadsheet creation, data entry, etc.

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