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Office Coordinator

4 months ago

Toronto, Canada Thinkingbox Full time

**Who We Are**

Hi We’re Thinkingbox, a brand experience agency shaping the future through craft and curiosity. Our team brings together unique perspectives in design, technology, and strategy that push the boundaries for our clients to create work that is innovative. We are a curious bunch that loves to think big, continuously learn, and create. We love our culture and the natural collaboration that happens in and around our five offices, from hanging with our office dogs to happy hour Thursdays, we maintain a vibrant work environment. However, for one month a year we encourage our people to explore the world. Try working from another office or even the beaches of Bali and expand your worldview, then bring that experience back to the team.

**The Opportunity**

Thinkingbox is searching for a highly organized and efficient Office Coordinator with an entrepreneurial spirit to lead and manage the daily operations of our office and assist with financial tasks. The Office Coordinator will tackle a lot each day and check more things off their to-do list than you thought possible - they will provide a welcoming environment to all guests and staff. They are proactive, resourceful, highly organized, diligent, efficient, and take initiative. If you’re looking for a boring desk job, this isn’t the place for you - like us, they are a maker and a problem solver. They're an excellent communicator (over-communication is the name of the game) and have an impeccable eye for detail. The Office Coordinator is skilled at performing administrative tasks and providing support to coworkers and Leadership. The ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position.

**What You’ll Be Doing**:

- **Reception and Office Management**:

- Be the first point of contact to any visitors to our office, the CEO and Directors in regards to the daily running of the office.
- Manage the office budget
- Anticipate and prepare required office orders from supplies to snacks.
- Receive and organize deliveries.
- Plan and restock the kitchen and office supplies as needed, across 2 floors (no one can be hangry)
- Manage incoming and outgoing post, couriers, deliveries.
- Ensure the office is impeccable at all times for employees, visitors, and our clients - including kitchen and meeting spaces (i.e. sink cleaned, garbage emptied, tables wiped, etc)
- Work with staff and team to ensure that all office spaces are well-maintained, be the point of contact for any cleaning contracts/office maintenance/building insurance.
- Maintain the office condition and arrange necessary repairs/cleaning
- Calendar management for the board rooms, setting up boardrooms and providing refreshments, lunches or other items for clients.
- Work with IT to manage security and employee access to the building and office.
- Liaise with facility management vendors, including cleaning, catering, recycling, and security

**Team Coordination & Talent Support**
- Book and coordinate travel for Directors, senior management and other team members as required.
- Assist the Directors and senior management team with ad hoc support requests.
- Book and coordinate ad hoc meetings for team members.
- Coordinate our onboarding and offboarding process.
- Assist the Talent Manager with ad hoc HR-related tasks, such as managing our benefits administration.
- Assist in office onboarding orientation for new hires

**Culture**
- Develop creative initiatives to improve the employee experience of our team, from ideation to full execution and implementation.
- Plan and coordinate company anniversaries and birthdays and other staff celebrations.
- Lead culture initiatives, including planning fun & diverse events for the office; organize catering and community lunches.

**Finance Support**
- Handle financial tasks, such as processing invoices, reconciling accounts, and managing expenses.
- Manage and maintain accurate records of financial transactions for the office.
- Assist the Finance team with any other ad hoc asks.

**What You’ll Bring**:

- 2+ years of experience working in an administrative capacity
- You have experience managing an office of 50+ employees
- Proficient in Microsoft Office Suite and accounting software, Slack, and GSuite
- Proficient in MacOS.
- Strong analytical and problem-solving skills, with the ability to to work alone and proactively.
- Exhibit resourcefulness and feel energized when you’re able to “cross things off the list”.
- A fine-tuned set of prioritization skills coupled with an innate ability to respond to competing demands.
- Have a proven ability to handle confidential information with discretion.
- Show reliability and consistency—you know how important it is to reply to messages in a timely manner and deliver on tasks when you say you will.
- Available to work full-time in our Toronto office, with some evenings and occasional weekend tasks (more of an exception, not a rule).
- Excellent writte