Office Coordinator

Quietly is an award-winning, full-service content marketing agency, working across the entire lifecycle – 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, devising strategies and executing along the way. Quietly has also developed its own Custom Data technology, as well as it’s stand alone product: Insights.

This is an exciting opportunity with a focus on employee experience through the lens of our office. This role will work cross departmentally to ensure our Gastown space is inviting, efficient, and is set up to work for our hybrid team’s needs. This role will also get the chance to help drive excellence in employee experience at Quietly by providing administrative support to People & Culture.

Thinking five steps ahead is your superpower. You take ownership and pride in getting projects done, no task is too small, and bring experience juggling multiple administrative priorities. You also have a knack for learning technology.

We have a hybrid work force with some people being fully remote and some people hotdesking in our beautiful Gastown office. Due to the nature of this role, the expectation will be that this person will be working full time in our office (with flexibility afforded and as health guidelines permit).

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

WHAT YOU’LL DO

OFFICE

Work alongside our Head of People & Culture to manage the two units that comprise Quietly HQ, including tenant management

Responsible for the overall office readiness, cleanliness, appearance, repairs, and updates

Responsible for ordering office supplies, food & drinks, furniture, etc

Own vendor management such as janitorial, property management, Amazon, Rogers, and Shaw

Help maintain a safe working environment including an emergency kit and ensuring our health and safety procedures are current

Responsible for ensuring board/meeting/phone rooms are set up for a hybrid work model

Coordinate all technology/IT orders, leases and repairs while maintaining an inventory of all hardware and /software for all equipment

Administer building access - keys/fobs

PEOPLE & CULTURE

Support the Head of People & Culture in administering our P&C Tech Stack (people management platform, applicant tracking system etc)

All things coordination involved in our recruitment process (booking interviews, tetrising calendars etc)

Collaborate with the Head of People & Culture on team member’s on/offboarding tasks including laptop setup, access to software, farewell cards etc.

Be part of the Qulture Qrew and help plan and coordinate events and activities

Work alongside the Head of People & Culture to maintain a well organized and documented Google Drive For P&C

Coordinate all travel for the Qrew

<br/><br/> WHO YOU ARE

An office or administrative coordinator with 2+ years under your belt

Experienced (or interested) in office management and people & culture

Someone who understands how to manage sensitive and confidential information

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 products specifically and technology in general; software come naturally to you

You are resourceful and will roll up your sleeves to make things happen in ambiguous situations

Able to build strong relationships at all levels of an organization as well as cross-functionally

You thrive in an entrepreneurial and fast-paced environment

You have worked in tech, creative or a digital agency environment

Our headquarters are located in an incredible converted two-storey live-work space with a gorgeous rooftop patio in the heart of historic Gastown. The building and first floor of our unit are accessible spaces. We’re also open to folks working remotely within North American time zones.

Don’t meet every single requirement?

Studies have shown that women and other marginalized groups are less likely to apply to jobs unless they meet every single qualification in the job posting. As a company committed to diversity and inclusive, if you don't check every box but do feel well suited for this role we strongly encourage you to apply. Diversity and inclusion at our company means fostering a workplace in which individual differences are recognized, appreciated, respected, and responded to in ways that fully develop and utilize each person’s talents and strengths.

We also welcome qualified candidates who face barriers to the workforce to apply. If you require support or accommodations throughout the selection process and/or while working at Quietly, please don’t hesitate to reach out to our Head of People & Culture, Parker Bailey, at [email protected]

Location

Vancouver