Job Description

WHO ARE WE?The bigger picture: DEPT® is a pioneering technology and marketing services company that creates integrated end-to-end digital experiences for brands such as Google, TikTok, eBay, ASOS, Zoopla, Twitch, Patagonia and many, many more.Our team of 4,000+ digital specialists across 30+ locations on five continents deliver pioneering work on a global scale with a boutique culture. We live and breathe our ‘big enough to cope, small enough to care’ ethos, providing an inclusive, supportive and an exciting place to accelerate your career.This role is part of our Personalised Creative 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, Ancestry, Walmart, and more!The Impact You’ll HaveAs the Office & Operations Coordinator - Canada, your role is split with responsibilities in two main main areas:Toronto office management (70%)Internal Comms Operations projects, initiatives & admin supportOffice Culture administration (30%)Ensure you are working with stakeholders, communicating progress and flagging issues.Day To Day ResponsibilitiesOffice 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 timeWorking in the office a minimum of 3-4 days a week. Cadence will be reviewed monthly/quarterly and may be increased in line with office attendance etcKeeping the office and meeting rooms tidy and presentable as well as providing excellent customer service to clients, guests and vendorsAnswer main Toronto phone lines in a professional manner in good time, screens calls and take messages as necessary Manage relationships with vendors, service providers (cleaning, catering, security services), and landlordMaintain the office condition and arrange necessary repairsEnsures 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 expendituresSupport and coordinate with other locations to ensure global alignment and consistency of all office-related operations and activitiesMonitor and maintain office supplies, food & drinks deliveries, social requirementsHelp coordinate and lead a representative North American social committee, ensuring regularly occurring social events are collaboratively planned and delivered within the social budgetSupporting in any tasks/responsibilities that may be required as a result of opening the officeOrganize the office layout, operations, procedures and address employees queries regarding office management issues (e.g. stationery, hardware)In partnership with the Head Office Operations team and Toronto 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 & Culture team to update and maintain office policies as necessarySupport the Operations & Senior Management Team with ad-hoc tasks and admin dutiesOffice Culture: All of these responsibilities will be supported by the P&C team: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 London based team to develop a social calendar of events Act as a daily point of contact for employee queriesPlay a role in the onboarding and offboarding process including helping with laptop set-up and organizing welcome introductionsCoordinate employee milestone events such as probationary period, performance reviews 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’re Looking for:Previous experience of working in a similar office administration role Strong organisation skills, detail oriented and passionate about CultureHighly 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 are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation or age.DEPT Personalized Content Limited collects and processes personal data in accordance with the EU General Data Protection Regulation (GDPR). For further details, see here: http://bit.ly/RecruitmentPrivacyNoticeWE OFFER:15 days paid holiday exclusive of bank holidaysFull dental and healthcare coverMental health support A flexible, hybrid working policyPossibilities to do what you do best and to develop your skills further with training, development and certificationsBuddy Program: You will be paired with a ‘Buddy’ to help you through your first weeks’ at DEPT®Annual trip to the DEPT® Festival in the Netherlands: a chance to meet other people in DEPT®, see great talks from industry leaders, and have an all-expenses-paid weekend of fun! Global Annual DEPT® Cares Day which cadets can donate their skills to support local charitiesOther soft benefits including, refreshments provided in the office and a social calendar with weekly and monthly events on a team or agency level DEPT® is committed to making a positive impact on the planet and since 2021 has been Climate Neutral and B Corporation certified.DEPT® is proud to be an equal opportunity workplace that seeks to recruit, develop, nurture and retain the most talented people from a range of diverse backgrounds, skills and perspectives. We encourage all applications irrespective of gender, race, sexual orientation, religion, age, nationality, marital status, and disability.DIVERSITY, EQUITY, & INCLUSIONAt 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.

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