Office Coordinator - Thinkingbox

As the Office Coordinator, you’ll 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’ll 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.

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 and organized; Manage office, kitchen, coffee, bathroom, and general supplies; Reset meeting rooms and common areas; Provide hands-on hospitality and day-to-day support to leadership; Manage incoming and outgoing mail, packages, and shipments; Coordinate maintenance, repairs, vendors, and building issues; Research and compare costs for office purchases, events, travel, and other needs; Own and maintain Thinkingbox swag inventory; Coordinate swag requests and taco redemptions; Coordinate and book domestic and international travel for employees, executives, and project teams; Coordinate flights, hotels, ground transportation, and complex or multi-city itineraries; Proactively manage changes, cancellations, delays, and other travel issues; Ensure bookings follow Thinkingbox’s travel policy; Create a warm, thoughtful, and highly hospitable experience for employees, clients, candidates, and visitors; Coordinate birthdays, work anniversaries, new hire welcomes, team celebrations, happy hours, and other office events; Support client meetings, panels, and external events; Greet guests, manage visitors and deliveries; Give new hires office tours; 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

Requirements

You genuinely love clean, beautiful, organized spaces; Strong eye for style, presentation, and detail; Highly hands-on and happy to actively clean, tidy, restock, reset, and maintain the office throughout the day; Proactive and take ownership; Natural hospitality instinct; Comfortable balancing hands-on office operations with a high volume of travel bookings, events, inventory, and administrative responsibilities; Comfortable researching options, comparing costs, and putting together simple budgets or cost comparisons; Energetic, resourceful, reliable, and comfortable working independently in a fast-paced creative environment; 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; 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

Nice to have

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

Benefits

Flexible time off, including paid vacation and sick days; Consistent culture and team-building events; Employee recognition and incentive programs; Seasonal celebrations and gatherings throughout the year; Office lunches; Branded company swag; Access to industry events, learning opportunities, and non-profit outreaches; Dog-friendly offices; Unlimited coffee, drinks, and snacks; Flex work and travel options; Comprehensive extended health benefits