About

• Office & Operations Coordinator
• Toronto, hybrid

• This role is part of our Personalised Content team. We create emotive yet conversion-focused ideas, products and campaigns at scale and speed. Our specialty is hyper-personalised, digital communications that change perceptions, shape new behaviours, and shift market share for our clients including eBay, Walmart, and more!

• THE IMPACT YOU WILL HAVE

As the Office & Operations Coordinator - Canada, your role is split with responsibilities in two main areas

• Toronto office management (70%)
• Internal Comms
• Operations projects, initiatives & admin support
• Office Culture administration (30%)
• Ensure you are working with stakeholders, communicating progress and flagging issues.
• KEY RESPONSIBILITIES

Office Management

Ensure smooth running and maintenance of the Toronto Office and working in partnership with the Head Office Operations team, General Manager and Managing Director - Canada by

• Being responsible for opening and closing the office on time;
• Working in the office a minimum of 2-3 days a week. Cadence will be reviewed monthly/quarterly and may be increased in line with office attendance;
• Keeping the office and meeting rooms tidy and presentable as well as providing excellent customer service to clients, guests and vendors;
• Manage relationships with vendors, service providers (cleaning, catering, security services), and landlord;
• Maintain the office condition and arrange necessary repairs;
• Ensures accurate and up-to-date records of all office-related contracts, supplier details, reports, certificates, and other documents necessary to record and/or archive;
• Support and monitor office budget and expenditures;
• Support and coordinate with other locations to ensure global alignment and consistency of all office-related operations and activities;
• Monitor and maintain office supplies, food & drinks deliveries, social requirements;
• Help coordinate and lead the Toronto social committee, ensuring regularly occurring social events are collaboratively planned and delivered within the social budget;
• Supporting in any tasks/responsibilities that may be required as a result of opening the office;
• Organize the office layout, operations, procedures and address employees queries regarding office management issues (e.g. stationery, hardware);
• In partnership with relevant management teams, maintain a safe and secure working environment for staff, clients and visitors;
• Ensure the office is compliant with health and safety regulations (including DSE and maternity);
• Partner with People team to update and maintain office policies as necessary.

Office Culture

All of these responsibilities will be supported by the Office Experience Lead

• Help unify the Toronto and UK teams to provide greater alignment across our offices to provide a similar experience for staff;
• Work closely with the UKI team to develop a social calendar of events;
• Act as a daily point of contact for employee queries;
• Play a role in the onboarding and offboarding process ;
• Coordinate buddies for new hires;
• Support with ad hoc projects and internal comms to the wider business;
• Contribute to policy research and development;
• Provide internal communications updates to the Toronto team (inc. weekly team updates, socials, updates to global guidance etc).
• WHAT WE ARE LOOKING FOR
• Previous experience of working in a similar office administration role;
• Previous project support skills;
• Previous event planning experience;
• Strong organisation skills, detail oriented and passionate about Culture;
• Highly computer-literate with advanced G Suite skills;
• Discreet, diplomatic and trusted: you will often be party to confidential information;
• Flexible and adaptable;
• Excellent verbal and written communication skills;
• Superb interpersonal skills;
• Has the ability to work independently with good time management skills;
• Superb planning and organizational skills;
• Demonstrates proactivity and taking initiative;
• A knowledge of standard software packages and ability to learn company-specific software if required;
• WE OFFER
• A flexible, hybrid working policy;
• An excellent salary based on experience and equal pay policies;
• Mental health support, and company sick pay scheme;
• 15 days paid holiday annually (plus Public Holidays);
• Refreshments are provided in the office all week, as well as drinks at 4 pm on a Friday;
• Enhanced family friendly policies to support new parents;
• Social and Cultural Events, plenty of opportunities to connect with colleagues through organised activities and celebrations;
• Inspirational Talks, bringing the outside in with regular guest speakers and events;
• Learning and Development, supporting your growth with continuous opportunities to learn and advance;
• Buddy Programme: You will be paired with a ‘Buddy’ to help you through your first weeks’ at DEPT®;
• A reputation for doing good. DEPT® has been a Certified B Corp® since 2021 and named ‘Agency of the Year’ at both The Lovies and The Webby Awards;
• Awesome clients. Whether big or small, local or global — at DEPT® you’ll get the opportunity to work with clients of all sizes and across all industries. And we celebrate all of our successes together!
• The opportunity for possibility. We want to enable you to do what you do best and help you develop your skills further with training, development and certifications;
• Global annual DEPT® Cares Month in which employees come together and donate their skills to support local charities.

• WHO ARE WE?

• We are pioneers at heart. What does that mean? We are always looking forward, thinking of what we can create tomorrow that does not exist today. We were born digital and we are a new model of agency, with a deep skillset in tech and marketing. That’s why we hire curious, self-driven, talented people who never stop innovating.

• Our culture is big enough to cope and small enough to care. Meaning, that with people across 30+ countries, we’re big enough to provide you with the best tools, global opportunities, and benefits that help you thrive. While acting small by investing in you, your growth, your team, and giving you the autonomy to solve our clients problems, no matter where you are in the world.

• DIVERSITY, EQUITY & INCLUSION

• At DEPT®, we take pride in creating an inclusive workplace where everyone has an equal opportunity to thrive. We actively seek to recruit, develop, nurture, and retain talented individuals from diverse backgrounds, with varying skills and perspectives.

• Not sure you meet all qualifications? Apply, and let us decide! Research shows that women and members of underrepresented groups tend not to apply for jobs when they think they may not meet every requirement, when in fact they do. We believe in giving everyone a fair chance to shine.

• We also encourage you to reach out to us and discuss any reasonable adjustments we can make to support you throughout the recruitment process and your time with us.
• Want to know more about our dedication to diversity, equity, and inclusion? Check out our efforts here.