Office Coordinator - Thinkingbox

Who We Are

Hi! We're Thinkingbox, the brief to built agency. Creating innovative digital, experiential, social, and content, we partner with leading brands across industries like sports, gaming, entertainment, and technology. We believe the hands that carefully craft the work should belong to the minds that dreamed it. So while others pass the buck, we're already building. Because our thinkers are also the makers.

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. Each year, we also encourage our people to spend a month exploring the world, whether that means working from another office or even from the beaches of Mexico, to expand their perspectives and bring fresh inspiration back to the team.

As the Office Coordinator, you'll play a central role in keeping our Vancouver office beautiful, welcoming, organized, and running smoothly throughout the day.

This is a highly hands-on role for someone who genuinely loves great spaces. You'll actively maintain the office throughout the day, while also coordinating employee and project travel, managing swag and office inventory, supporting events and culture, and finding thoughtful ways to make the workplace feel more considered, stylish, and distinctly Thinkingbox.

• Own the day-to-day cleanliness, organization, presentation, and overall feel of the office.
• Actively circulate through the office throughout the day, keeping shared spaces clean,
• organized, stocked, and ready for use.
• Manage office, kitchen, coffee, bathroom, and general supplies, staying ahead of replenishment needs.
• Reset meeting rooms and common areas regularly.
• Provide hands-on hospitality and day-to-day support to leadership, including coordinating or picking up coffee, meals, refreshments, and other items as needed.
• Manage incoming and outgoing mail, packages, and shipments, including occasional domestic and cross-border shipments; coordinate couriers, deliveries, customs documentation, and tracking as needed.
• Coordinate maintenance, repairs, vendors, and building issues through to resolution. Identify and implement small, smart improvements that make the office more elevated, functional, and inviting.
• Research and compare costs for office purchases, events, travel, and other needs; prepare recommendations and work within approved budgets.

• Own and maintain Thinkingbox swag inventory, keeping merchandise organized, accurately tracked, and neatly presented.
• Coordinate swag requests and taco redemptions and keep displays and storage areas polished and organized.
• Monitor inventory and proactively flag items that need to be reordered.

• Coordinate and book domestic and international travel for employees, executives, and project teams.
• Coordinate flights, hotels, ground transportation, and complex or multi-city itineraries using approved platforms and processes.
• Work with travelers and project teams to understand requirements, schedules, and preferences.
• Research travel options and provide cost comparisons and recommendations when needed.
• Proactively manage changes, cancellations, delays, and other travel issues.
• Ensure bookings follow Thinkingbox’s travel policy and coordinate required approvals before bookings are finalized.

• Create a warm, thoughtful, and highly hospitable experience for employees, clients, candidates, and visitors.
• Anticipate the needs of visiting team members and guests, particularly those traveling in from other offices or cities, and coordinate thoughtful details such as meals, coffee, meeting rooms, refreshments, and local recommendations.
• Coordinate birthdays, work anniversaries, new hire welcomes, team celebrations, happy hours, and other office events.
• Support client meetings, panels, and external events hosted in the office.
• Greet guests, manage visitors and deliveries, and ensure the office is always prepared for a polished experience.

• Give new hires office tours and help them get settled.
• Coordinate with IT and People & Culture to ensure computers, FOBs, access, work spaces, and supplies are ready.
• Support other day-to-day employee and administrative needs as required.

• You genuinely love clean, beautiful, organized spaces - and enjoy the work required to keep them that way.
• You have a strong eye for style, presentation, and detail and understand how small touches can make a space feel elevated and thoughtful.
• You are highly hands-on and happy to actively clean, tidy, restock, reset, and maintain the office throughout the day.
• You are proactive and take ownership - you see what needs doing, take care of it, and look for ways to make things better.
• You have a natural hospitality instinct and genuinely enjoy taking care of people and anticipating what they might…