Office Coordinator

3 weeks ago

Toronto, Canada iNSTUDIO Full time

**iN STUDIO **is a team of creative thinkers, with a deep and varied set of skills, each one of us brings a unique perspective to our work. We believe that Great Design makes a difference.

From the biggest gestures to the smallest of details - it is all important. We believe in the Big Picture.

As we continue to expand and grow, we are seeking a motivated and detail-oriented **Office Coordinator** who exhibits professionalism as the first point of contact for our firm.

The position requires you to work out of our studio from **Monday to Thursday 8:30am to 5:00pm **and **remotely **on **Fridays (1/2 day Fridays).**

**Core Responsibilities**
- Support and Oversee Office Administration & Coordination for the Toronto and Calgary offices.
- Oversee front office/reception area, serve as the main point of contact for all office-related inquiries and requests.
- Greet visitors and provide assistance as needed.
- Manage office supplies, including ordering, restocking, and organizing inventory.
- Support human resources functions, such as onboarding new employees and

offboarding employees.
- Oversee front desk operations and ensure a welcoming and organized reception area.
- Maintain an organized filing system for documents, records, and correspondence.
- Manage relationships with vendors and suppliers for office-related services.
- Manage administrative budget - manage office and kitchen supplies and inventory and place orders as necessary.
- Ensure general tidiness; liaise with external cleaning staff.
- Coordinate with site contractors and building management as required.
- Coordinate incoming and outgoing mail and couriers.
- Expenses entry (4 Credit cards) - ensure all expenses have been entered and receipts collected.
- Expense validation - review and approve reimbursable and visa expenses on a monthly basis and ensure inhouse expenses are booked to Ajera prior to billing.
- Support and ensure Health and Safety policy and protocols, active member of the Joint Health & Safety Committee and Social Committee.
- Lead coordination of Events and meetings including any catering and room setup.
- Coordinate booking of special events, retreats and interface with appropriate committees.
- Work closely with and support integrated office policies and procedures for IT, Operations, HR, Marketing and Finance providing administrative and process support as applicable.
- Identify opportunities for process and office management improvements and participate as appropriate.
- Ajera - support Studio staff training on timesheet and expense entry and meeting filing deadlines to allow for effective reporting and billing.
- Ensure work progress and deliverables are communicated regularly to supervisor and pro-actively and properly explained and handed over for coverage when/if as needed within the Team(s).
- Other duties as required.

**Qualifications, Skills and Experience**
- Proven experience in an administrative or office coordination role.
- 2+ years of work experience in an administrative/office management role.
- Experience in Project Accounting Software
- eg: Ajera/Vantage Point/Vision/In Focus is considered an asset.
- Previous reception or administrative work experience in a professional environment - design industry experience is considered an asset.
- Excellent etiquette and communication skills.
- Knowledge of financial processes and procedures.
- Familiarity with human resources functions, such as onboarding.
- Strong organizational skills with the ability to multitask and prioritize tasks effectively.
- Experience in vendor management is a plus.
- Ability to perform clerical tasks accurately and efficiently.
- Calm and friendly demeanour. Able to maintain confidentiality.
- Ability to provide excellent, consistent customer service in a supportive and professional manner.

**Salary**: $50,000.00-$60,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Flexible schedule
- Paid time off
- Wellness program
- Work from home

Schedule:

- Monday to Friday

**Education**:

- Secondary School (preferred)

**Language**:

- English (preferred)

Ability to Commute:

- Toronto, ON M5R 1K6 (required)

Ability to Relocate:

- Toronto, ON M5R 1K6: Relocate before starting work (required)

Work Location: Hybrid remote in Toronto, ON M5R 1K6

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