Office Coordinator - Thinkingbox

Thinkingbox•Vancouver, BC

3d•CA$50,000 - CA$60,000•Onsite

About The Position

As the Office Coordinator, you will play a central role in keeping our Vancouver office beautiful, welcoming, organized, and running smoothly throughout the day. This is a highly hands-on role for someone who genuinely loves great spaces. You will actively maintain the office throughout the day, while also coordinating employee and project travel, managing swag and office inventory, supporting events and culture, and finding thoughtful ways to make the workplace feel more considered, stylish, and distinctly Thinkingbox.

Requirements

Experience in a fast-paced, service-oriented environment such as office coordination, hospitality, production, producing, production assistance, personal assistance, studio coordination, events, travel coordination, retail, or a similar role.
Exceptional attention to detail and a strong eye for presentation and organization.
Experience coordinating travel bookings, logistics, schedules, or multiple competing priorities.
Strong organizational, communication, and interpersonal skills.
Comfortable learning and working across a range of digital tools and platforms.
A positive, polished, hands-on, and solutions-oriented mindset.

Nice To Haves

Experience with Google Workspace, Slack, Precoro, Egencia, and Notion is a bonus.

Responsibilities

Own the day-to-day cleanliness, organization, presentation, and overall feel of the office.
Actively circulate through the office throughout the day, keeping shared spaces clean, organized, stocked, and ready for use.
Manage office, kitchen, coffee, bathroom, and general supplies, staying ahead of replenishment needs.
Reset meeting rooms and common areas regularly.
Provide hands-on hospitality and day-to-day support to leadership, including coordinating or picking up coffee, meals, refreshments, and other items as needed.
Manage incoming and outgoing mail, packages, and shipments, including occasional domestic and cross-border shipments; coordinate couriers, deliveries, customs documentation, and tracking as needed.
Coordinate maintenance, repairs, vendors, and building issues through to resolution.
Identify and implement small, smart improvements that make the office more elevated, functional, and inviting.
Research and compare costs for office purchases, events, travel, and other needs; prepare recommendations and work within approved budgets.
Own and maintain Thinkingbox swag inventory, keeping merchandise organized, accurately tracked, and neatly presented.
Coordinate swag requests and taco redemptions and keep displays and storage areas polished and organized.
Monitor inventory and proactively flag items that need to be reordered.
Coordinate and book domestic and international travel for employees, executives, and project teams.
Coordinate flights, hotels, ground transportation, and complex or multi-city itineraries using approved platforms and processes.
Work with travelers and project teams to understand requirements, schedules, and preferences.
Research travel options and provide cost comparisons and recommendations when needed.
Proactively manage changes, cancellations, delays, and other travel issues.
Ensure bookings follow Thinkingbox’s travel policy and coordinate required approvals before bookings are finalized.
Create a warm, thoughtful, and highly hospitable experience for employees, clients, candidates, and visitors.
Anticipate the needs of visiting team members and guests, particularly those traveling in from other offices or cities, and coordinate thoughtful details such as meals, coffee, meeting rooms, refreshments, and local recommendations.
Coordinate birthdays, work anniversaries, new hire welcomes, team celebrations, happy hours, and other office events.
Support client meetings, panels, and external events hosted in the office.
Greet guests, manage visitors and deliveries, and ensure the office is always prepared for a polished experience.
Give new hires office tours and help them get settled.
Coordinate with IT and People & Culture to ensure computers, FOBs, access, workspaces, and supplies are ready.
Support other day-to-day employee and administrative needs as required.