Operations Coordinator

Executive Administrative Support

• Provide daily administrative support to leadership. Drafting business documents, and general support as needed.
• Updating office systems and platforms as required.
• Navigate new technology tools with ease; we are a Mac-based office and leverage several cloud based software systems to manage the business on a daily basis.

HR Administration

• Coordinating the process of onboarding and offboarding both employees and contractors.
• This includes, but is not limited to:
• Drafting agreements
• Booking interviews and reference checks
• Coordinating with Directors to post for new positions
• Preparing onboarding and offboarding documents
• Supporting with onboarding and offboarding activities
• Managing the HR administration software

Finance Administration

• Supporting with general business financing system tasks (training will be provided) but not limited to:
  • Sending and tracking invoices
  • Managing receipts in collaboration with the finance partner team
  • Quarterly audits of operations-related expenses
  • Other misc. Support tasks

Office and Facilities

• Keep the office tidy, organized, and presentable on a daily basis. While we have a cleaner twice a week, the space needs consistent upkeep to maintain a polished and welcoming environment.
• Manage vendor relationships, including equipment leasing partners, building manager, and other service providers as needed.
• Oversee packages and mail: greet couriers, manage incoming/outgoing mail, and ensure timely distribution to the right team members.

Administration and Documentation

• Scan and digitally file receipts, mail (low volume), and other documents in an organized and accessible manner.
• Support meeting preparation, ensuring rooms are clean, stocked, and ready for client or internal meetings.
• Order and manage office supplies, groceries, snacks, and meeting materials on a regular schedule.

Culture and Events

• Support company culture initiatives, including purchasing birthday cards and gifts, setting up for weekly team meetings, and helping coordinate milestone celebrations.
• Play a key role in planning and executing team and client events such as the annual summer BBQ, Fall Client Event, and other social activities.

• A can-do attitude with work experience that demonstrates exceptional organizational skills and multitasking.
• Strong written and verbal communication;
• Ability to learn multiple interfaces quickly and with ease.
• Self-starter with an eye for details.
• Sense of humour, with a dose of radical candour;

At Takt, our team is expected to develop a diverse skill stack, but this is an entry-level role so really we’re looking for someone who’s early in their career and wants to be a fast-paced environment to build their core competencies: 

• Quick learner, who doesn’t mind following instructions, but is ok to say hey “If we did this ____ way, I think it might work better.”
• Being on a computer is second nature to you.
• Gets along with others easily and wants to contribute to a growing team of creative professionals.
• Someone who strongly values kindness, collaboration and integrity
• You take work seriously, but you don’t take yourself too seriously.

$55,000-$65,000 annually based on experience

If you think you’re the person for the job, please apply using the form below.

Due to the volume of responses received, only suitable applicants will be contacted. Thank you for your interest in Takt.

No phone calls or walk-ins.