Office Coordinator & Marketing Assistant (H/F/X)

idloom; Southwestern Ontario; On-site; CAD 50,000 - 65,000; Full time

Job summary

A dynamic SaaS company in Waterloo is seeking an Office Coordinator & Marketing Assistant to manage daily office operations and support marketing efforts. The ideal candidate must be bilingual in English and French, possess excellent organizational skills, and demonstrate a proactive attitude. This role involves coordinating office activities, vendor management, and assisting in recruitment processes, fostering a collaborative office environment.

Qualifications

• Manage scheduling of office activities and events.
• Support recruitment processes, including interviews and onboarding.
• Maintain personnel records and manage HR information.

Responsibilities

• Oversee day-to-day office operations.
• Organize internal and external events for the team.
• Coordinate purchasing and supplier relationships.

Skills

Positive, enthusiastic and cooperative behavior

Team player

Proactiveness

Attention to detail

Excellent communication skills

Ability to multitask

Education

Full professional proficiency in English and French

Job description

Office Coordinator & Marketing Assistant (H/F/X)

idloom

Waterloo

FR, EN

1 poste

We are a dynamic and forward-thinking SaaS company specializing in event management and registration systems. Our innovative solutions help organizations streamline their events and optimize attendee experiences. Our office in Waterloo serves as a hub of innovation and efficiency, and we need someone who can keep everything running smoothly while contributing to our friendly and collaborative atmosphere.

Role

idloom is looking for an Office Coordinator who will oversee the day-to-day operations of our office and ensure a pleasant, efficient, and productive working environment. You will be responsible for coordinating office activities, managing supplies and vendors, greeting visitors, and handling general administrative tasks.

In addition, you will support our Product Owner with various marketing initiatives, contributing to communication, coordination, and execution of internal and external campaigns.

Your mission: help make sure our office runs smoothly and that our team can do their best work in a welcoming and well-organized environment.

Activities & responsibilities

Office Operations

• Organize participations in international commercial fairs (including travel and accommodation booking)
• Develop and implement office policies by setting up procedures and standards to guide the operation of the office
• Management of the premises: be the guarantor of the good management and maintenance of our premises which must be a pleasant place to live (management of stocks, orders, suppliers, fitting out of the premises)
• Management of supplier relations (selection, follow-up and invoicing)
• Greet visitors at the office and answer incoming phone calls
• Coordinate inbound and outbound office mail
• Organize internal events and activities to federate the team (kick-offs, afterworks, team building, birthdays, breakfasts, etc.)
• Occasionally organize external events with clients and partners.

Administration Management

• Manage invoicing and payments
• Prepare employment contracts & all relevant HR information (signed offer letters, signed contracts, appendix, data sheet information, etc.)
• Help in the Recruitment process (post job offers on our various recruitment channels, organize interviews and tests of the potential candidates, etc.)
• Manage and coordinate onboarding of new candidates
• Encode payroll documents (absences, vacation, etc.) and organize the payment with the payroll provider
• Keep personnel records up to date and update financial documents
• Implement processes or systems to help ensure good management of the organization or compliance with legislation
• Organize and support team meetings (agenda, minutes meeting, etc.)
• Support staff in various administrative tasks.

Marketing assistance

• Assist Product Owner and sales team in various marketing initiatives

Profile requirements

• Positive, enthusiastic and cooperative behavior in order to facilitate a good relationship inside and outside the department
• Team player, taking care of relationships within the team and within the company regardless of the level
• Holistic perspective and 360° vision of the job and the company model (no silo view)
• Autonomous, willing to learn, ability to take initiative (proactiveness)
• Reliable, high sense of confidentiality
• Trustworthy and transparent
• ‘Getting things done’ spirit, go-getter attitude
• Comfortable in international environments

Qualifications

• English and French speaker with full professional proficiency (both written and spoken)
• Organized, able to work according to priorities and able to multitask
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Reliability and discretion
• Waterloo
• Communication
• Motivation
• Ordre
• Communication