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Studio Operations Coordinator

3 weeks ago

Vancouver, Canada Hothead Games Full time

**_Note: For this role you _**_must_**_ reside in the Vancouver area_**

Hothead Games, founded in 2006, is an award-winning game development studio. We are seeking an organized **Studio Operations Coordinator **to act as the central point of contact regarding day-to-day operations in support of the business.

As a **Studio Operations Coordinator** you will manage our open-concept office located in the West End of Vancouver in beautiful Coal Harbour. You will also attend and provide minutes for Executive Team meetings, plan employee engagement initiatives, and provide support to our Finance and HR department.

**What You'll Do**:
**Key Responsibilities**:
**Executive Support**:

- Assist the executive team with various administrative tasks, including taking minutes during meetings, arranging travel, and setting up meetings.
- Execute contracts and Non-Disclosure Agreements (NDAs) as needed.
- Handle other ad hoc duties as required by the executive team.
- Support the CEO with administrative tasks such as coordinating of meetings, communication to shareholders and board members, and other ad hoc duties as required
- Assist with preparation of Google Slides decks as required for Executive Team members
- Plan & coordinate company celebrations, events and activities
- Coordinate travel and expense reporting

**Employee Support**:

- Serve as the first point of contact for employees, addressing their queries and concerns.
- Facilitate onboarding & offboarding processes for new hires / employees and assist with employee-related matters under the direction of the HR team.
- Work with HR on event planning / P&C Events.
- Organize the annual holiday gift baskets for all employees

**Studio Security**:

- Ensure the security of the studio by managing access control, monitoring security systems e.g fobs, and maintaining a safe working environment.
- Coordinate with building management and security personnel to address any security issues.
- Frequent Fob audit

**File Management**:

- Maintain and organize due diligence files, ensuring all documentation is up-to-date and easily accessible.
- Implement and oversee a filing system for critical documents and records.

**Office Operations**:

- Manage office supplies and ensure that the studio is well-equipped.
- Coordinate with vendors and service providers to maintain office functionality.
- Manage incoming & outgoing deliveries
- Manage Townhall & Hothead “Huddle” schedules - ensure that there is content in advance of each Townhall & Huddle
- Liaise with Quadreal on scheduling maintenance, parking
- Maintain software renewals - Liaise with Finance for exec approval for renewals
- Supervise incoming calls and direct them to the appropriate department
- Work with IT on ensuring that all equipment is functional
- Communicate with employees re: announcements regarding office change, events, stat holidays on Slack
- Ensure that the weekly round up sheet is distributed to employees

**Finance Support**:

- Serve as a point of contact for HH Shareholders - must liaise with Director of Finance before answering shareholders
- Monthly Reconciliation / track payments
- Deposit Cheques
- Maintain office renewals e.g (Vancouver business license)

**HR Support**:

- Help HR with on/off-boarding processes and improving office policies
- Conduct analysis and manage office-related budget
- Ensure new hires feel welcome
- Develop and send out company-wide communications

**Who You Are and What You Bring**:

- 3+ years of office/studio operation management & executive support
- Excellent oral and written communication skills
- Strong ability to solve problems and take initiative
- Detail-oriented and works with a high degree of accuracy and efficiency
- Ability to prioritize, multitask and meet changing deadlines
- Must be self-directed and able to complete projects with limited supervision
- Previous experience in customer service

**What we offer you**:

- Exceptionally talented and dedicated peers with which to collaborate
- Professional development support to help develop your skills
- Competitive Salary, vacation, pto days
- Paid Christmas week off
- Extended Health coverage
- Company Stock Options
- RRSP Matching

**WHY BEING INCLUSIVE IS IMPORTANT TO US?