Operations & Product Support Coordinator (1-YR. MAT-LEAVE COVERAGE)

We’re on the hunt for a driven Operations & Product Support Coordinator to join our team.

We’re a fast-paced, problem-solving, tech-creative agency looking for an Operations & Product Support Coordinator who’s going to help us run as smoothly as possible. You’ll be working with a variety of departments, like operations, finance, client services and our specialized product team. You will bring the calm, cool confidence that we know will get things done

About Us

The Turn Lab is not your typical creative agency. As consultancy-led problem solvers, we tackle unique challenges with a tailored blend of research, strategy, creative, media and technology. Think of us as a powerhouse creative lab – fueled by bold ideas, innovation and the grit that built us from the ground up.

We’re ambitious, thick-skinned and thrive in a fast-paced environment, always on the lookout for curious, passionate and solution-driven individuals to join our ranks.

If you can think on your feet, get excited about troubleshooting, approach your work with pride and enthusiasm and want to work for a purpose-driven organization that’s a Certified B Corporation and runs 100% carbon neutral, then WE might just be the place for YOU.

Office Operations

- Be the face of theturnlab by greeting clients, guests and visitors entering the agency

- Ensure the office environment is clean, tidy, safe and organized

- Be in office 3 set days a week, with 2 days being flexible

- Complete all tasks in a timely and accurate manner; elevate issues or deadline concerns to management

- Handle all office maintenance, housekeeping and building repair needs (e.g., carpentry, general repairs)

- Complete office opening and closing procedures

- Manage office systems, layout, equipment procurement and vendor relationships

- Maintain and replenish office inventory and supplies; review, approve and place supply requisitions

- Manage mail flow, deliveries, courier packages and shipments

- Manage office schedules to ensure safe staff and vendor flow

- Ensure office health & safety guidelines are communicated and adhered to

- Brief staff on in-office health and safety guidelines, as required

Operational Support

- Act as the go-to person for general administrative support across the organization

- Run errands and assist with client meeting preparation, including catering

- Assist co-founders with administrative tasks such as booking meetings and travel arrangements

- Assist the Client Services and Finance department with monthly invoices as required

- Serve as a primary point of contact for IT (internal and external)

- Send staff notifications regarding office updates, holidays, announcements and initiatives

- Assist with planning and coordinating staff events and internal cultural initiatives

- Identify and recommend process improvements to enhance office and administrative efficiency

HR Support

- Maintain and update employee records and files

- Track employee time, attendance and vacation; liaise with managers to ensure coverage

- Track and ensure completion of health & safety training

- Support full-cycle recruitment, including sourcing talent for open roles, as needed

- Support new hire onboarding (desk setup, fob/key distribution, office tours, etc.)

- Support offboarding (exit interviews, equipment collection, fob/security deactivation, etc.)

Product Support

- Deliver prompt and informative communications with customers

- Liaise with customers to secure bookings

- Daily review and approval of new listings

- Provide troubleshooting support for customer inquiries

- Process cancellations and rescheduling with product team and customers

- Manage list of new customer acquisitions

- Update product/process documentation as required

- Support product team with tasks as required

Qualifications

- Minimum 2–3 years of experience in an office manager/administrator and customer service role; HR management experience considered an asset

- Proficient in Microsoft Word, Excel, PowerPoint and Microsoft Exchange-based email and calendar systems on both PC and Mac

- Sound knowledge of employment standards, human rights and Occupational Health & Safety (OHSA) regulations and legislation

- QuickBooks or data-entry clerical experience is a bonus

- Previous Executive Assistant (EA) and event management experience considered an asset

We’re looking for someone who:

- Is a self-starter, a curious problem solver that takes initiatives

- Can stay organized, pays close attention to detail and is able to produce high-quality work under pressure

- Is trustworthy, reliable and strong team player and can also work independently

- Thrives on following through on requests and completing to-do lists

- Maintains a positive attitude while being able to handle multiple tasks and prioritize work with varying urgency and requirements

Who Are We

We’re ambitious. We defy the current. We challenge our clients, each other and anyone who says that a challenge isn’t fun. We value diverse and broad talents, ideas and approaches.

We embrace diversity, inclusion and equity. We value differences and uniqueness. We respect and encourage everyone to share their experiences, thoughts and views – everyone has a voice at theturnlab.

We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

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