Office Coordinator

Company Description

Artist-driven company by nature, it’s our mission to give talented artists the freedom and resources they need to deliver quality work and to thrive in a fun and creative environment.

Job Description

Main responsibilities:

• Greet clients, visitors and redirect them to the desired person (in person and on the phone);
• Process any outgoing or incoming mail, couriers or deliveries;
• Oversee conference room bookings and prepare meetings with clients or for the production team (food, drinks, necessary documents, etc.);
• Proactively oversee studio maintenance and upkeep, following up with cleaning staff and managing issues as they arise;
• Assist in workspace planning, updating floorplans or preparing scenarios. Plan and coordinate employee office moves;
• Ensure respect of the facilities budget for the Toronto studio, ensuring to keep costs within estimates and communicating with their supervisor regarding any issues;
• Oversee repairs/construction and coordinate the work of subcontractors. Ensure work is completed and performed to established standards and follows up on deficiencies;
• Maintain a current list of key suppliers and service providers. Request, analyze and negotiate quotes for equipment, materials and services and submit bids for approval. Prepare P.O.s for purchases and follow up on invoices. Communicate regularly with suppliers (housekeeping, security, contractors, archives, designers, architects, etc.) to ensure quality service and good relationships;
• Regularly analyze current business processes and ensure adherence by team members and Rodeo employees. Proactively recommend changes to management.
• Introduce and explain to new employees the instructions and procedures related to the security of our facilities;
• Ensure the security of the premises. Manage access cards and security codes, follow up with Head Office as needed. Ensure the premises meet health & safety standards and flag any issues to the HR Department. Respond to problems and emergencies as they arise and in a timely manner;
• Order office supplies and ensure effective management of studio materials for employees;
• Provide support for special events (5 @ 7, end of project, employee activities, etc.) ;
• Perform other administrative tasks and participate in specific projects with the facilities team.

Qualifications

Position requirements:

• Experience in a similar position;
• DEP in Administration or related field;
• Good knowledge of Microsoft Office and Google Suite;
• Fluent spoken & written communication skills in English (French is an asset);
• Professionalism, discretion, organization and courteousness.

Additional Information

• Full-time, Permanent Contract;
• 5 paid sick days;
• 2 additional statutory holidays in the winter holidays;
• Group Insurance, access to Dialogue online support and to an Employee Assistance Program (EAP);
• RRSP with employer contribution;

Diversity is a core value at Rodeo FX. We are passionate about building and sustaining an inclusive and equitable work environment where diversity is celebrated and valued. We believe every member on our team enriches our work by exposing us to a broad range of ways to perceive and interact with the world, identify challenges, and to design and deliver projects.