Office Coordinator - Thinkingbox

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
• 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.
• 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 written and verbal communication skills.
• Strong attention to detail and organizational skills.