IT System Admin and Office Coordinator

Grantbook; Toronto; Hybrid; CAD 67,000 - 74,000; Full time

Job summary

A leading technology consultancy in Toronto is looking for an IT System Admin and Office Coordinator. This hybrid role focuses on ensuring optimal functionality and safety of both physical and digital environments, with a commitment to employee experience. Candidates must have 2-3 years of IT operations experience and a strong understanding of Google Workspace and network maintenance. Competitive salary and benefits, including flexible working hours and 4 weeks vacation.

Benefits

Flexible hours

4 weeks vacation

Professional development fund

Qualifications

• 2-3 years in internal IT / IT operations roles managing offices and technology.
• Experience being the sole or primary IT administrator for hybrid teams.
• Knowledge of ITSM best practices preferred.

Responsibilities

• Manage hybrid work culture by ensuring seamless digital and physical operations.
• Provide help desk support for team and contractors across multiple platforms.
• Support data security and privacy initiatives.

Skills

Google Admin Console

Network infrastructure maintenance

A/V troubleshooting

Time management

Clear communication

Education

Post-secondary education in Information Technology

Tools

Google Workspace

Microsoft 365

Job description

IT System Admin and Office Coordinator

(Hybrid, Flexible Hours)

Salary range

$67,320 to $73,560

Full Time

Flexibility in hours (maintaining coverage between core hours of 10am-5pm Eastern) & 4 weeks of vacation per year

Hybrid

min 2 days a week at our office space in Toronto (365 Bloor St. East)

Do you want to work for an organization where you are respected as the subject matter expert, can execute on a strategy, and see the results of your efforts?

Do you want flexibility in your work day, to be with a company that cares about you and your development, and to work with a great group of people you can call your teammates? (Seriously, we have great people here)

Grantbook cares about its people, the employee experience, and being best in class solutions provider. We support our clients with their impactful philanthropic missions and you can be a part of the difference-making too.

As one of Canada's first Employee Ownership Trust (EOT) companies and a Certified B Corp, you can be a part of something big, and see the impact of your efforts.

Expectations

Mission Statement

The IT System Admin and Office Coordinator role is a cross‑functional hybrid position that ensures the optimal functionality, safety, and efficiency of Grantbook's physical and digital environments. This role elevates the employee experience by ensuring seamless, secure, and scalable operations—both digitally and physically—managing Grantbook's internal technology ecosystem and physical office space to support a thriving hybrid work culture. This role will also enable Grantbook's to execute data‑informed decision‑making through the maintenance of Grantbook's data infrastructure and business intelligence tools.

Because the role incorporates administration of Grantbook's physical technology equipment and office space, it will require onsite presence at our Toronto office (at 365 Bloor St. East, aka BSE) a minimum of 2 days a week.

Expected Outcomes

• Ad hoc
  • Help desk support - for Grantbook team and contractors via #gb-help or direct message across our tech stack that includes: G Suite, Microsoft 365, Azure, Slack, Zoom, Asana, Lastpass, Jira, Salesforce
  • Onboarding new team members - provisioning Tech Stack and reviewing security policies
  • Offboarding team members - tech stack offboarding, including G Suite archiving users
  • Troubleshooting support of Grantbook's website
  • Potentially support for client's Google workspace and backups support
  • Participate in the Bring Your Own Device (BYOD) advisement and approval process
    • Opportunity to suggest improvements to the process
  • Support GB data infrastructure - provisioning appropriate access
• Weekly recurring monitoring and maintenance activities: (1‑2 hr per week)
  • Drive backup monitoring to afi.ai
  • Monitor GSuite Email Quarantine folder clearing
  • Zoom recordings download and freeing capacity on Grantbook's organization account
  • Monitor and action Wordpress plug‑ins updates
• Monthly recurring monitoring and maintenance activities
  • Tech stack invoice management to support financial reconciliation
  • Tech stack user profiles cleanup
  • Drive - lapsed client data deletion - connect to delivery operations
  • Lastpass - lapsed client project password deletion
  • KnowBe4 campaigns and identifying team training content
  • Network infrastructure maintenance/monitoring
• Periodic activities/initiatives
  • Data security & privacy
    • Annual employee data security policy acknowledgement and acceptance survey
    • Historic Drive folder investigation for old client data files that should be purged (semi‑annually)
    • Lastpass storage audit, cleanup, and re‑education
    • Audit user profile citizenship into appropriate Google Organizations, and settings
    • Audit permissions setup in each tech stack is optimized for managing security
    • Asana project archiving
  • Physical Equipment monitoring/maintenance at BSE office
    • Computer peripherals management (keyboards, monitors, mice, headsets, batteries)
    • Grantbook loaner laptop maintenance and management
  • Virtual Machines - support the instance hosted on Google Cloud Compute Engine
  • Monitoring Grantbook's tech stack functionality release notes and license plan differences to surface significant changes to functional owners;
    • Role growth opportunity: suggest implementation of features to support effectiveness of the team
    • Role growth opportunity: Monitoring and analysing Grantbook's tech stack usage to assess ROI and opportunities to optimise
  • One‑off IT Admin initiatives
    • Generate Standing Operating Procedures (SOPs) documentation for technical onboarding and offboarding
    • Tech stack cleanup
      • Google Suite - Chrome Apps removal
      • Microsoft licenses - analyse to optimise
      • Download data from Loomio and decommission/end license
      • Download content from Buzzsprout and decommission
      • Download content for websites hosted on Squarespace (PhilanthropyCX and XYZ foundation) and downgrade to free
      • Bring the Microsoft Power Automate license over from the Integration user to the Grantbook account
    • Acquisition of lapel mic for office (to enable hybrid group presentations)
    • Investigate replacement for Owl speaker for meeting room speaker
    • Role growth opportunity: Tech stack streamlining investigation
      • Office productivity: G Suite and Microsoft
      • Video conferencing solution: Zoom, Teams, Google Meet
      • Miro and Lucidchart
      • Support Growth pilot of Hubspot implementation
    • Role growth opportunity: support Plan to Profit tech stack renewal future initiative
  • Ongoing Office coordinator responsibilities
    • Tracking and managing BSE access cards
    • Checking mail least twice a week
    • Joining the Joint Health and Safety Committee (JHSC)
      • Monthly workplace inspection (15 min)
      • Quarterly JHSC meeting (30 min)
      • One‑time JHSC training (3 days)
    • Building Fire Warden responsibilities
    • Monthly ordering of pizza for BSE pizza lunch
    • Restocking a modest list of office items and supplies
    • Support the GB VIP and Social committee for occasional events at BSE, executing preparation and teardown activities, with option to join the committee to participate in planning
    • Role growth opportunity: initiating and executing ideas for encouraging more hybrid attendance at BSE
  • Grantbook Data Infrastructure system admin - ongoing maintenance
    • Onboard to gain understanding of the business needs that the infrastructure supports, the high level functional requirements and the technical solution. This will be supported/mentored by members of the Data & Integration pod who build the significant enhancements. Current data infrastructure includes:
      • Google Cloud Platform (Big Query, Run Functions, IAM, Dataform, Scheduler, PubSub, LookerStudio)
      • Google Sheets
      • Fivetran
      • Zapier
      • Programming languages Python and SQL
    • Support the troubleshooting of issues that arise in the data infrastructure
    • Support minor enhancements to the data infrastructure

  Ideal Candidate Profile

  Values

  We look for people who show up for each other through demonstrating our core values:

  • Stay Curious - We show up coachable, humble and eager to grow
  • In it together - We share the work and the wins - uplifting and empowering changemakers and each other along the way.
  • Own it - Here to impact impact, we're willing to set aside personal preferences for mission success.
  • Dare to make it happen - We pursue experimentation over stagnation and delve bravely into the unknown when the status quo just won't do.

  Skills & Qualifications

  • Experience
    • Required: 2-3 years in internal IT / IT operations roles with prior exposure to managing offices, equipment lifecycle, and workplace technology
    • Required: being the sole or primary IT administrator for an organization supporting hybrid teams
    • Preferable: Knowledge of ITSM best practices
    • Preferable: Intimate knowledge of Windows and Mac operating systems, including troubleshooting A/V, network and OS related issues.
  • Technical skills
    • Network infrastructure maintenance experience
    • Intimate knowledge of Google Admin Console including user management and permissions, setting security policies, and creating and managing OUs.
  • Education
    • Post‑secondary education in Information Technology, Computer Systems, or a related field, or equivalent practical experience.
  • Desired Certifications
    • Associate Google Workspace Administrator or Google IT Support Professional Certification
    • Microsoft 365 Fundamentals and Azure Fundamentals
    • Nice to have: CompTIA A+ and/or Network+, ITIL Foundations
  • Clear, responsive and empathic communication skills
  • Strong time management skills and experience with prioritizing tasks independently

  Growth and Development

  • Opportunity to participate in our annual PD fund.
  • Coaching opportunities within Grantbook to support your career goals.

  Company Profile

  Grantbook is a social‑purpose, vendor‑agnostic consultancy helping Grantmakers around the world operationalize their vision and values - including JEDI and trust‑based philanthropy - to transform their grantmaking and amplify their impact. As a values‑driven B Corporation, we are proud to participate in a "chain of good", helping our clients deliver on their missions of building solutions.

  For more information, we encourage you to take a look at our careers page: https://www.grantbook.org/about/culture-careers#Benefits

  How to Apply

  We have an application intake process that starts when you fill in the online form linked from our website or job posting.

  Interview Process

  • We review each application we receive. Only candidates who are selected for an interview will be contacted.
  • We have outlined all of our interview steps and timelines on our website: https://www.grantbook.org/what-to-expect-from-grantbooks-recruiting-process
  • Candidates should expect a 3‑4 week timeline from application to interviews.

  Commitments

  Grantbook welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

  Grantbook leverages AI during the hiring process for screening applications.