Office Coordinator

  • Operations
  • Port Moody, Canada

Office Coordinator

Job description

You are the most organized and energetic person that you (or your friends) know. You love the startup and tech world, and function best in a fast-paced environment. You love BC and are passionate about the future of the Tri-Cities. And you’re a personable, professional administrator who enjoys handling a wide range of tasks.

We’re a hybrid agency that specializes in high-conversion design and marketing projects for fast-growing technology companies, while also building our own in-house digital products. We’re a mix of entrepreneurs, tech geeks, innovators, and creatives—most of us are a little bit of each—and we’re passionate about making this company the absolute best there is.


 We’ve recently moved into our Port Moody Office less than a year ago and we need someone to act as a Gatekeeper/Office Coordinator. Our office isn’t huge and our staff is generally awesome, so to make sure you have enough to do you will also fill the role of Office Coordinator. Your job is extremely important, and you will be the pulse of the culture here at Redstamp.


We’re looking for someone who is extremely organized, flexible, proactive, and capable of working independently. Someone with sharp communication skills, who is able to exercise good judgment in a variety of situations. 


This is a part-time 5-10 hours a week, in-office opportunity. You must be able to commute to our Port Moody office daily.


In this role, you will have 5 main objectives:

Keep the office as clean, organized, and tranquil as possible. You’ll manage all of the cleaning vendors and be the person in charge of making sure our staff follows the office guidelines. o. You’ll also manage all incoming and outgoing mail and packages through our nifty tool called Envoy. You will help transition the office for events (moving furniture and setting up chairs). You’ll be the main person responsible for keeping everything organized and neat as possible, and you’ll manage office supplies and inventory.


Keep our team hydrated, fed, and nutritionally sound. You’ll arrange vendors, order food, put out daily snacks, make drinks/fruit water, manage the flow of coffee, tea and drink supplies and generally make sure there’s always something good to eat or drink at the office. You’ll be in charge of finding and arranging new vendors to keep things interesting, and ensuring we have the best possible foods and snacks. 


Help the team with administrative duties.  Typically this will be things like supporting the Operations and People and Culture Department on administrative and accounting tasks. All of this you will be trained on and the only thing you need are some general computer knowledge, familiarity with Google suite and Apple products. 


Keep team morale high. You will help organize events like holiday parties, team events,  lunches, and other fun stuff. This is where you can really get creative: fantasy sports pools, Mario Kart tournaments, and other ideas for team bonding both in-office and with our remote colleagues.


Help our busy executives. You’ll act as a leadership support to the executive team, doing things like administrative support, preparing reports and presentations, making and returning phone calls, setting up appointments and managing the calendar, answering phone calls, running errands, organizing emails and files, creating reports and other documents, and other tasks as needed.


What You’ll be Doing:

  • Anticipate and prepare weekly office orders from food and drinks to computer equipment

  • Complete regular inventory checks to avoid running out of supplies, swag or equipment

  • Assist with IT audits 

  • Ensure our office spaces (meeting rooms, common areas, kitchen, etc.) are tidy, functional and comfortable so our team can work happily and productively

  • Organize and coordinate space and event needs for internal/external events (All Hands, Town Halls, Strategy Meetings, Board Meetings, etc.)

  • Contribute to a healthy team culture by bringing order to chaos with a smile on your face

  • Oversee other daily office upkeep, coordinate building/equipment maintenance and run errands as needed

  • Coordinate with building management to set-up access fobs when needed for new team and office maintenance

  • Act as the main point of contact and reception for all visitors, making guests at Redstamp feel welcomed when they arrive and get to the right place

  • Book flights, accommodations and other team member travel needs

  • Respond to teammate and vendor questions and requests

  • Assist in the development and execution of operational improvements

  • Receive and organize deliveries, ensuring the right quantities were delivered and assembled as needed

  • Act as a liaison with local charities to plan community initiatives and volunteering opportunities for our team

  • Be a few steps ahead of the curve at all times—you should be able to anticipate the needs of the company, executive team and teammates before they even know themselves!


Your Experience: 

  • You have 1-3 years experience in an Office Manager/office coordinator, Administrator or Assistant role; preferably in a startup environment

  • Demonstrated proactive approaches to problem solving and decision making

  • Strong communication and interpersonal skills

  • Strong organizational skills, with excellent attention to detail and ability to prioritize tasks

  • Proficient in Google Suite, and Social Media platforms

  • Nice to have food safe/serving it right

  • Nice to have driver’s license & own vehicle