Hi! We’re Thinkingbox, a brand experience agency driven by craft and curiosity. Our team blends diverse perspectives in design, technology, and strategy to push boundaries and deliver innovative work for our clients. We’re a curious group that loves to think big, keep learning, and create meaningful experiences. Culture is at the heart of who we are, and our offices are hubs of natural collaboration. From hanging out with our office dogs to enjoying Thursday happy hours, we keep our work environment vibrant, welcoming, and fun.
The Opportunity
As the Office Coordinator, you’ll be the first friendly face people see when they walk into our Vancouver office. You’ll play a central role in creating a positive and engaging workplace culture while ensuring the day-to-day operations of the office are organized, efficient, and seamless.
This is a hands-on role where no two days are the same: from greeting guests and keeping the space tidy, to planning events and supporting our admin and finance teams. You’ll have the chance to get creative, connect with team members, and take ownership of projects that keep our community thriving.
What You'll Be Doing
Reception & Front of House
Be the welcoming face of the office: greet guests, answer phones, buzz in visitors, and manage deliveries.
Proactively maintain a clean, high-end, and welcoming space for staff and visitors.
Office Management
Liaise with building management for office upkeep, maintenance issues, and emergencies.
Maintain daily inventory of kitchen, office, and bathroom supplies; replenish and refresh as needed.
Order supplies and food for the office, both for regular use and for special events.
Take ownership of planning and executing a full office reorganization, including optimizing storage, decluttering, and improving overall workspace efficiency.
Ensure regular upkeep of office appliances, including:
Cleaning out the fridge and disposing of expired items.
Adding dishwashing rinse and maintaining dishwasher functionality.
Descaling and cleaning the coffee machine.
Replacing and maintaining water filters (e.g., Brita).
Track schedules and completion of these tasks to ensure a clean, fully functional office environment.
Culture & Events
Plan and execute celebrations like birthdays, work anniversaries, and new hire welcomes.
Coordinate company-wide events and community partnerships with schools, nonprofits, and industry groups.
Host panels and external events in the office, ensuring a polished and engaging experience.
Onboarding & Employee Support
Give tours to new hires and introduce them to the office.
Work with IT and Talent Acquisition to ensure computers, FOBs, and access are ready.
Partner with other admin team members, including the Executive Assistant to the CEO and the Finance team, to support day-to-day business operations.
Travel Coordination
Assist with travel bookings for staff traveling on projects.
Use platforms such as Egencia and Airbnb to manage accommodations and itineraries.
Problem-solve and multitask a variety of complex travel requests.
Budget & Administration
Manage a monthly office budget, ensuring all expenses are tracked and aligned.
Provide general administrative support to ensure the office runs smoothly.
Who You AreHighly organized, detail-oriented, and proactive, with a strong sense of cleanliness and presentation.
Creative and entrepreneurial, bringing fresh ideas to culture, events, and office improvements.
A people person who enjoys connecting with others and making them feel welcome.
Comfortable working in a fast-paced, creative environment where priorities can shift quickly.
Skilled at problem-solving and multitasking across a range of responsibilities.
Resourceful, hands-on, and happy to roll up your sleeves to get things done.
What You'll Bring
Previous experience in office coordination, administration, hospitality, or facilities management.
Strong communication and interpersonal skills.
Comfort with tools like Google Workspace, Slack, Egencia, Airbnb, and other booking or office management platforms.
A positive, solutions-oriented mindset.
Why Join Us
At Thinkingbox, you’ll join a collaborative, innovative team that values both creativity and precision. You’ll have the opportunity to shape office culture, make a visible impact on day-to-day operations, and grow your skills in a supportive environment.
Equal Opportunity
At Thinkingbox, we’re committed to creating an inclusive environment where everyone feels valued, heard, and empowered to thrive. We believe that diversity is our creative strength – it's the range of perspectives, experiences, and backgrounds that fuels our best ideas and most innovative solutions. We welcome and encourage applicants of all races, ethnicities, genders, identities, abilities, ages, sexual orientations, and backgrounds to apply. Your voice matters here.
To Apply
Thank you for your interest in joining our team. Please submit your resume along with links to your online portfolio as part of your application. Due to the volume of applications we receive, we’re unable to respond to every submission. However, all applications are kept in our talent database and will be considered for future opportunities.
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