Office Coordinator - Thinkingbox

Who We Are
Hi! We’re Thinkingbox, a brand experience agency driven by craft and curiosity. Our team blends diverse perspectives in design, technology, and strategy to push boundaries and deliver innovative work for our clients. We’re a curious group that loves to think big, keep learning, and create meaningful experiences. Culture is at the heart of who we are, and our offices are hubs of natural collaboration. From hanging out with our office dogs to enjoying Thursday happy hours, we keep our work environment vibrant, welcoming, and fun. Each year, we also encourage our people to spend a month exploring the world, whether that means working from another office or even from the beaches of Mexico, to expand their perspectives and bring fresh inspiration back to the team.

The Opportunity
Thinkingbox is searching for a highly organized and efficient Office Coordinator with an entrepreneurial spirit to lead and manage the daily operations of our office and assist with financial tasks. The Office Coordinator will tackle a lot each day and check more things off their to-do list than you thought possible - they will provide a welcoming environment to all guests and staff. They are proactive, resourceful, highly organized, diligent, efficient, and take initiative. If you’re looking for a boring desk job, this isn’t the place for you - like us, they are a maker and a problem solver. They're an excellent communicator (over-communication is the name of the game) and have an impeccable eye for detail. The Office Coordinator is skilled at performing administrative tasks and providing support to coworkers and Leadership. The ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position.

What You’ll Be Doing :
• Reception and Office Management
• Be the first point of contact to any visitors to our office, the CEO and Directors in regards to the daily running of the office.
• Manage the office budget
• Anticipate and prepare required office orders from supplies to snacks.
• Receive and organize deliveries.
• Plan and restock the kitchen and office supplies as needed, across 2 floors (no one can be hangry!)
• Manage incoming and outgoing post, couriers, deliveries.
• Ensure the office is impeccable at all times for employees, visitors, and our clients - including kitchen and meeting spaces (i.e. sink cleaned, garbage emptied, tables wiped, etc)
• Work with staff and team to ensure that all office spaces are well-maintained, be the point of contact for any cleaning contracts/office maintenance/building insurance.
• Maintain the office condition and arrange necessary repairs/cleaning
• Calendar management for the board rooms, setting up boardrooms and providing refreshments, lunches or other items for clients.
• Work with IT to manage security and employee access to the building and office.
• Liaise with facility management vendors, including cleaning, catering, recycling, and security

• Team Coordination
• Book and coordinate travel for Directors, senior management and other team members as required.
• Assist the Directors and senior management team with ad hoc support requests.
• Book and coordinate ad hoc meetings for team members.
• Assist in office onboarding orientation for new hires

• Culture
• Develop creative initiatives to improve the employee experience of our team, from ideation to full execution and implementation.
• Plan and coordinate company anniversaries and birthdays and other staff celebrations.
• Lead culture initiatives, including planning fun & diverse events for the office; organize catering and community lunches.

• Finance Support
• Handle financial tasks, such as processing invoices, reconciling accounts, and managing expenses.
• Manage and maintain accurate records of financial transactions for the office.
• Assist the Finance team with any other ad hoc asks.

What You’ll Bring :
• 2+ years of experience working in an administrative capacity
• You have experience managing an office of 50+ employees
• Proficient in Microsoft Office Suite and accounting software, Slack, and GSuite
• Proficient in MacOS.
• Strong analytical and problem-solving skills, with the ability to to work alone and proactively.
• Exhibit resourcefulness and feel energized when you’re able to “cross things off the list”.
• A fine-tuned set of prioritization skills coupled with an innate ability to respond to competing demands.
• Have a proven ability to handle confidential information with discretion.
• Show reliability and consistency—you know how important it is to reply to messages in a timely manner and deliver on tasks when you say you will.
• Available to work full-time in our Toronto office, with some evenings and occasional weekend tasks (more of an exception, not a rule).
• Excellent written and verbal communication skills.
• Strong attention to detail and organizational skills.

Equal Opportunity
At Thinkingbox, we’re committed to creating an inclusive environment where everyone feels valued, heard, and empowered to thrive. We believe that diversity is our creative strength – it's the range of perspectives, experiences, and backgrounds that fuels our best ideas and most innovative solutions. We welcome and encourage applicants of all races, ethnicities, genders, identities, abilities, ages, sexual orientations, and backgrounds to apply. Your voice matters here.

To Apply
Thank you for your interest in joining our team. Please submit your resume along with links to your online portfolio as part of your application (if applicable). Due to the volume of applications we receive, we’re unable to respond to every submission. However, all applications are kept in our talent database and will be considered for future opportunities.