Office & Operations Coordinator

Details

Location: Toronto, ON
Commitment: Full Time
Department: Operations

Posted 2022-08-15

Art & Science is a full-service marketing agency with pillars in strategy, digital marketing, brand & communication and experiential marketing campaigns. With a ten-year, award-winning history working with some of the biggest brands in Canada, we continue to experience growth and success. Art & Science prides themselves on blending creativity with technology to produce incredible results for our clients. We are a growing team located in Toronto, Ontario in the heart of the creative district. We are looking for an Office & Operations Coordinator to be a part of our Operations team and be the link between many parts of our other teams.

Inclusivity and accessibility

Art & Science is an inclusive, diverse and accessible work environment. We strongly encourage applications from women, racialized people, Indigenous peoples, people from gender-diverse and sexually-diverse communities, people with disabilities (visible or non-visible), people of different religious backgrounds, people with family caregiving responsibilities and/or people with intersectional identities.

What you will do: 

  • Support the operations and project teams; your primary role as the operations coordinator is to support the optimal working conditions of our team. You do this through helping optimize and execute on-boarding of new members and being the go-to for most employee inquiries when something gets in their way. You’re an expert on all our systems (Slack, Harvest, Collage, Parallax to name a few) and help employees when they encounter problems that require operational support to overcome. You also act as an additional support resource for project work when it makes sense internally. This allows  you to gain visibility into our many projects and lend a hand on administrative duties when teams need extra support.
  • Manage our physical space; You’re determined to treat the office like your own home by checking that all resources are stocked, all equipment is in peak condition, shared spaces are clean, and all team members have what they need to carry on in their day. We often hold virtual and in-office events which require thorough logistical planning and communication. For events such as team socials, meetings and presentations, you will coordinate between multiple parties in the event’s lifecycle from the initial planning, preparation of materials beforehand, setting up equipment, structuring office layout, catering to post-event dismantling. For virtual events such as meetings and conference calls, you will oversee that all participants have their required technical needs met such as meeting codes and digital resources.
  • Organize and execute accounting support; in supporting the Operations team, you will ensure the timely and accurate processing of financial documents to/from clients and stakeholders. Your meticulous skills will come into play when confirming payments are being received and sent out successfully whilst guaranteeing that all financial data such as banking information and product/expense codes are being accurately logged in our systems. Additionally, you will work alongside project managers by uploading content onto client websites, assisting with ad-hoc projects and verifying that the correct information is entered under the correct project.

About you:

  • Eye for detail; you keep a close eye on all related matters and are perceptive in noticing small deficiencies as they arise. Organization is your strong-suit and you love going into the intricate details of a task to guarantee its overall perfection.
  • Expert juggler; you are a multi-tasker who is comfortable balancing priorities and is flexible in adapting to unexpected changes. Your strategic decision-making ability allows you to optimize your time and end your day off feeling satisfied.
  • Collaborative communicator; you can effectively communicate between all levels of the organization and cater your communication style accordingly. You’re great at collaborating with others and can positively communicate your abilities and ideas to achieve collective outcomes.
  • Knack for problem solving; your ‘can-do’ attitude allows you to complete work on your own, even without a well-defined process in place. You’re innately curious and can read between the lines to detect solutions to problems before they appear, which makes you a pro at creating efficient systems for difficult issues.
  • History of onboarding and offboarding others; you’ve likely worked in a previous role that entailed managing inventory, working with data or provided support in an office environment with a record of success. You know how to use administrative tools and resources (such as Google Suite, Slack, Harvest, etc.) and you’re able to share with us how you’ve managed important responsibilities.

Why work with us 

Being a part of Art & Science allows you to work in an agency fueled by creatives in a culture of support and collaboration. Joining our Operations team is a unique opportunity for those who thrive in ownership of their work, are proactive and driven in nature and are looking to be part of a fast-growing team based on exceptional work. As an Office & Operations Coordinator, your role is in the heart of the agency and acts as the glue between multiple parties which will allow you to have exposure to all parts of the business and see creativity in action.

In addition to your base salary of $48,000-50,000, your compensation package after a probationary period will include a comprehensive health benefits plan, education benefits. You will start with two weeks’ vacation as well as additional time off near summer long weekends and winter holidays.

We are currently following a hybrid model. As an Office & Operations Coordinator, you are expected to be in office regularly.

How to apply

Interested candidates are asked to click “Apply Now” to fill out the job application form for the Office & Operations Coordinator role.

Accommodation

We are a respectful workplace committed to building a skilled and diverse workforce. We are an equal opportunity employer and believe in fostering an inclusive work environment where all individuals have an opportunity to succeed. We welcome and encourage applications from everyone.  Requests for accommodation can be made at any stage of the recruitment process.

We look forward to hearing from you!


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