Office Coordinator - Thinkingbox

What You’ll Be Doing

• Reception & Front of House
• Be the welcoming face of the office: greet guests, answer phones, buzz in visitors, and manage deliveries.
• Proactively maintain a clean, high-end, and welcoming space for staff and visitors.


• Office Management
• Liaise with building management for office upkeep, maintenance issues, and emergencies.
• Maintain daily inventory of kitchen, office, and bathroom supplies; replenish and refresh as needed.
• Order supplies and food for the office, both for regular use and for special events.
• Take ownership of planning and executing a full office reorganization, including optimizing storage, decluttering, and improving overall workspace efficiency.
• Ensure regular upkeep of office appliances, including:
• Cleaning out the fridge and disposing of expired items.
• Adding dishwashing rinse and maintaining dishwasher functionality.
• Descaling and cleaning the coffee machine.
• Replacing and maintaining water filters (e.g., Brita).
• Track schedules and completion of these tasks to ensure a clean, fully functional office environment.


• Culture & Events
• Plan and execute celebrations like birthdays, work anniversaries, and new hire welcomes.
• Coordinate company-wide events and community partnerships with schools, nonprofits, and industry groups.
• Host panels and external events in the office, ensuring a polished and engaging experience.


• Onboarding & Employee Support
• Give tours to new hires and introduce them to the office.
• Work with IT and Talent Acquisition to ensure computers, FOBs, and access are ready.
• Partner with other admin team members, including the Executive Assistant to the CEO and the Finance team, to support day-to-day business operations.


• Travel Coordination
• Assist with travel bookings for staff traveling on projects.
• Use platforms such as Egencia and Airbnb to manage accommodations and itineraries.
• Problem-solve and multitask a variety of complex travel requests.


• Budget & Administration
• Manage a monthly office budget, ensuring all expenses are tracked and aligned.
• Provide general administrative support to ensure the office runs smoothly.

Who You Are

• Highly organized, detail-oriented, and proactive, with a strong sense of cleanliness and presentation.
• Creative and entrepreneurial, bringing fresh ideas to culture, events, and office improvements.
• A people person who enjoys connecting with others and making them feel welcome.
• Comfortable working in a fast-paced, creative environment where priorities can shift quickly.
• Skilled at problem-solving and multitasking across a range of responsibilities.
• Resourceful, hands-on, and happy to roll up your sleeves to get things done.

What You'll Bring

• Previous experience in office coordination, administration, hospitality, or facilities management.
• Strong communication and interpersonal skills.
• Comfort with tools like Google Workspace, Slack, Egencia, Airbnb, and other booking or office management platforms.
• A positive, solutions-oriented mindset.

Additional Info

• On-site Mondays to Fridays
• Flexible time off, including paid vacation and sick days
• Consistent culture and team-building events
• Employee recognition and incentive programs
• Seasonal celebrations and gatherings throughout the year 
• Office lunches 
• Branded company swag
• Access to industry events, learning opportunities, and non-profit outreaches
• Dog-friendly offices
• Unlimited coffee, drinks, and snacks
• Flex work and travel options
• Comprehensive extended health benefits