We’re Hiring: Office Coordinator Wanted
The Office Coordinator is an important role here at Teehan+Lax that includes managing and coordinating day-to-day tasks such as manning the phones, coordinating meetings, ordering office supplies, plus additional administrative tasks.
Skills and Abilities
- Ability to build rapport and work effectively with all studio members and clients
- Able to juggle many tasks within a short timeframe while remaining calm, with effective prioritization
- Positive, mature and professional, can-do attitude
- Detail oriented, self-sufficient and organized
- Must work independently with minimal supervision
- Solid written and verbal communication skills
- Proactive thinker who seeks to create efficiencies within the work environment
- Intermediate knowledge of MS Office Suite
- Post secondary education
- 1-2 years experience in an office environment
- Reception and customer service experience an asset
Outline of tasks
- Phone Operator
Someone has to answer the phones, right? As a representation of T+L, a pleasant phone manner is imperative. This includes talking to clients, taking detailed messages, knowing everyone’s extension and whereabouts, and being ‘aware’ of projects going on in-house.
- Make Sure The Fridge Is Stocked
Nobody likes their cola warm and sometimes we need some grub for a lunch meeting. Of course, the studio also needs to be straightened up when clients visit and when they arrive, you’ll need to take coat and offer beverages.
- Ordering Supplies
Sure, we work primarily in a digital world, but that’s not to say we don’t use a lot of paper and pens (from Pen Island of course). When our supplies run out, we’ll need them replenished.
Left it our own devices, this place would fall apart pretty fast. You’ll need to coordinate with landlord for any building related issues (yes, our AC went out last summer and no, I don’t want to talk about it). We also need to keep the place clean, so you’ll need to ensure the cleaners are doing a good job, or inform them of any extra requirements.
- Awards / PR
We enjoy winning awards (who doesn’t?), but you have to actually enter to win (shocking, I know). You’ll need to maintain list of award shows and make sure we meet their submission dates.
- Job Postings
It’s no secret that you can’t do great work without great employees, but it’s not easy finding and interviewing these people. As a result, you’ll need to coordinate and post job listings, collect resumes and setup interview times.
- Studio Organization
The organization and aesthetics of our office are very important to us, even if we sometimes have difficulty staying on top of things. Most of us are concerned about the work and less about the space around us, which would be a lame excuse if it wasn’t true.
You’ll also be in the thick of things, helping our Project Mangers with various administrative tasks. This includes writing SOW’s and Change Orders, assisting with Q&A and ad, signage, and website reviews.
Booking hotels and coordinating flights is an art unto itself and when the tickets are booked, it’s important that the studio members have the confirmation and travel agenda. Oh, and you’ll be the first person we call when get lost on the road, just in case you were wondering.
- Billings / Invoices
This may be listed as #10, but it’s really job 1. Here’s a little sample of what you can expect: Manage all cheques, invoices, bank statements etc. (ie. Freshbooks) Coordinate cheque/invoice pick-up and drop-off with bookkeeper Input monthly billings/invoices into Freshbooks from master billing sheet. Send invoices to clients and enter payment once cheques are received. Create expense reports for studio members as required Manage company AMEX accounts – (receipts, statements, etc).
How to Apply
You’re excited, I know. So are we. If you’re interested, please send a resume and cover letter detailing your experience to firstname.lastname@example.org