Operations Coordinator

Job description

Media fragmentation, changing consumer behavior, the rise of search and social, and the need to avoid commoditization is transforming the practice of Marketing & Communications. As an Operations Coordinator at Quietly, you will bring a high level of organization and attention to detail enabling our team to do their best work in a world class work environment.


Working in collaboration with our COO and People Specialist, the newly created position of Operations Coordinator provides administrative support across the organization to Operations, People/HR, Finance and office administration.


You take ownership and pride in getting projects done, no task is too small and bring experience juggling multiple office administrative priorities and projects. You’ll also have a knack for technology, figuring out new software and are well experienced with Google apps and Slack.


You are looking for your big challenge, and like us, you have no small plans. 


This is a full-time opportunity offering a competitive base salary, 3-weeks vacation, comprehensive benefits package, and gym access. Currently, this position would primarily be working remotely; however, there are some position requirements and needs for this role to visit our converted two-storey apartment-office in the heart of historic Gastown. If these values resonate, we’d love to hear from you.


About the company: Quietly is an award-winning, full-service content marketing agency, working across the entire lifecycle of content, from discovery and strategy to production and distribution. Quietly partners with category leaders such as Adobe, Dell Technologies, Goldman Sachs, Herschel, MEC, Sotheby’s International Realty, PwC, and Slack to understand how content drives their business. Quietly is data-driven to our core, developing technology in-house, as well as stand alone products like Insights.


WHAT YOU’LL DO


  • Support staff and other internal stakeholders in day-to-day financial and administrative processes such as drafting, filing and managing payments for contractors, vendor payments, expense claims, customer/client invoicing, updating Asana (project management software system), and organizing cards/thank you etc.
  • Provide finance support to the COO including managing accounts receivable, bank deposits, liaise and coordinate with banking and finance partners, reconciliation in our accounting system, XERO
  • Ensure projects are set up in Harvest, team timesheets are entered, report and make approvals
  • Collaborate with the People Specialist on team member onboarding including desk and laptop setup, seating plan and office layout
  • Coordinate all technology/IT orders, leases and repairs while maintaining an inventory of hardware/software for equipment used at HQ
  • Part of the Qulture Qrew that will help plan and coordinate food, events and activities
  • Work alongside the People Specialist and COO to maintain a well organized and documented Google Drive for Operations
  • As needed, assist with administration and coordination projects or tasks from our senior leadership, People, Client Services and Content teams
  • Work alongside our People Specialist to manage the two units that comprise Quietly HQ, including tenant management
  • Responsible for the overall office readiness, cleanliness, appearance, repairs, updates, supplies and vendor management such as janitorial, property management, Amazon, Rogers, and Shaw Help maintain a safe and secure working environment including an emergency kit and updated health and safety procedures
  • Coordinate all travel for the Qrew
  • Other duties as required

Requirements

WHO YOU ARE

    • An office or administrative coordinator/manager or production coordinator that has supported 30+ people, including an executive team
    • Knowledge of basic accounting procedures, reconciliation and bookkeeping
    • Prior experience in having juggled multiple complex projects with a high level of detail
    • You have your finger on the pulse of a company and can anticipate what is needed before it’s asked for
    • You’re a frequent user of Google Apps and technology and software come naturally to you
    • You are resourceful and will roll up your sleeves to make things happen in ambiguous situations
    • Ability to build strong relationships at all levels of an organization as well as cross-functionally
    • You thrive in an entrepreneurial and fast-paced environment


    NICE TO HAVES

    • You have worked in tech, creative or a digital agency environment
    • Experience with accounting software such as Xero
    • Experience with time tracking software such as Harvest or Toggl

    Apply with both a cover letter and resume to be considered. Only qualified candidates will be contacted.