Office Coordinator - Toronto, Canada - iNSTUDIO

iNSTUDIO

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

iN STUDIO is a team of creative thinkers, with a deep and varied set of skills, each one of us brings a unique perspective to our work. We believe that Great Design makes a difference.

From the biggest gestures to the smallest of details - it is all important. We believe in the Big Picture.

As we continue to expand and grow, we are seeking a motivated and detail-oriented
Office Coordinator who exhibits professionalism as the first point of contact for our firm.

The position requires you to work out of our studio from
Monday to Thursday 8:30am to 5:00pm and
remotely on
Fridays (1/2 day Fridays).

Core Responsibilities

Support and Oversee Office Administration & Coordination for the Toronto and Calgary offices.
Oversee front office/reception area, serve as the main point of contact for all officerelated inquiries and requests.
Greet visitors and provide assistance as needed.
Manage office supplies, including ordering, restocking, and organizing inventory.
Support human resources functions, such as onboarding new employees and

offboarding employees.

Oversee front desk operations and ensure a welcoming and organized reception area.
Maintain an organized filing system for documents, records, and correspondence.
Manage relationships with vendors and suppliers for officerelated services.
Manage administrative budget manage office and kitchen supplies and inventory and place orders as necessary.
Ensure general tidiness; liaise with external cleaning staff.
Coordinate with site contractors and building management as required.
Coordinate incoming and outgoing mail and couriers.
Expenses entry (4 Credit cards) ensure all expenses have been entered and receipts collected.
Expense validation review and approve reimbursable and visa expenses on a monthly basis and ensure inhouse expenses are booked to Ajera prior to billing.
Support and ensure Health and Safety policy and protocols, active member of the Joint Health & Safety Committee and Social Committee.
Lead coordination of Events and meetings including any catering and room setup.
Coordinate booking of special events, retreats and interface with appropriate committees.
Work closely with and support integrated office policies and procedures for IT, Operations, HR, Marketing and Finance providing administrative and process support as applicable.
Identify opportunities for process and office management improvements and participate as appropriate.
Ajera support Studio staff training on timesheet and expense entry and meeting filing deadlines to allow for effective reporting and billing.
Ensure work progress and deliverables are communicated regularly to supervisor and proactively and properly explained and handed over for coverage when/if as needed within the Team(s).
Other duties as required.

Qualifications, Skills and Experience

Proven experience in an administrative or office coordination role.
2+ years of work experience in an administrative/office management role.
Experience in Project Accounting Software

- eg: Ajera/Vantage Point/Vision/In Focus is considered an asset.

Previous reception or administrative work experience in a professional environment design industry experience is considered an asset.
Excellent etiquette and communication skills.
Knowledge of financial processes and procedures.
Familiarity with human resources functions, such as onboarding.
Strong organizational skills with the ability to multitask and prioritize tasks effectively.
Experience in vendor management is a plus.
Ability to perform clerical tasks accurately and efficiently.
Calm and friendly demeanour. Able to maintain confidentiality.
Ability to provide excellent, consistent customer service in a supportive and professional manner.

Salary:
$50,000.00-$60,000.00 per year

Benefits: