Office Administrator

Position Type: Full-time
Reports to: Controller
Location: Vancouver

Two companies, one amazing opportunity.

OXD and ThoughtFarmer are sister companies that not only share space and a stellar administrative team, but also a set of values that helps make us some of the kindest, most human-centred, and most team-oriented people you could ever work with.

Office? In a pandemic?

Like many companies, we sent our staff home to work at the start of the pandemic. Once it became an option, we safely re-opened the office to allow those who preferred to work in the office to return. We expect that as vaccinations rise and restrictions drop that more staff will return to work from the office. We don’t expect to go back to the way things were totally, however, we’ve enjoyed the flexibility that a hybrid workplace affords, and intend to continue to explore the best ways to remain productive while staying connected to the company and our colleagues.

We are looking to find an Office Administrator that will help us define this new hybrid approach.

And the award for “Most Upbeat and Capable Office Administrator” goes to…

Well, let’s see. Do you care about living out our values with everyone we interact with, whether in-person (safely, of course), digitally, or over the phone? Are you willing to roll up your sleeves and do what it takes to get the job done with a smile? Do you love—just love—doing all the little things that make your coworkers—both on-site and remote—super-happy, excited, and proud to work at OXD and ThoughtFarmer? And when our office fully reopens and life gets kind-of-sort-of back to normal, will you be that friendly first face to greet the clients, partners, and contractors who visit our office?

Our administrative staff are the heart of our company.

Our admin folks keep the office running smoothly while making sure that our employees feel safe, comfortable, supported, and valued. This enables everyone to create their best possible work as they make award-winning experiences possible for clients like FortisBC, UBC, Government of Alberta, Honeywell, Oxfam America, and The Guardian.

What you’ll be doing

Now… 

  • Friendliest gatekeeper ever. Safely managing deliveries and other limited traffic to our office during lockdown restrictions.
  • Managing the facilities. You are the master of office security and access, liaising with building maintenance and the landlord, managing site maintenance issues, and helping to make sure people aren’t too hot or too cold. Fire-lighting skills not required.
  • Filing the files and accounting the accounts. This ranges from bookkeeping—coding of AR and AP, managing petty cash, doing bank deposits, managing company credit cards—to maintaining company fixed asset logs and software subscriptions.
  • Supporting the People Operations Manager. Assist with approved renovation projects, maintaining building and office security and key fob access, planning, organizing and running of special events (online for now, in-person later!), as well as at least considering the People Operations Manager’s views on coconut sugar and French press timing.
  • Playing the perfect host: Answering the door and intercom professionally and with a smile, working the phones, helping visiting clients feel welcome and refreshed. Basically making sure that visiting us becomes the biggest highlight of someone’s day.
  • Managing supplies: Order, organize, and maintain office supplies. Our tea should be well-stocked, our coffee bottomless, and packs of post-it notes should be found in every corner and drawer.
  • Maintaining our professional appearance: You’re not following people around and cleaning up after them, but rather you’re leading the charge to ensure that common areas and meeting rooms look tidy and professional.
  • Staff events and client meeting coordination. This includes things like running regular staff events, supporting client meetings, shopping for supplies and gifts, and arranging catering. Please note that the Creative Director has very specific standards around lemons and coconut. Don’t worry, you’ll get it eventually.

And forever… 

  • All the supporting of others who need the supporting: You’ll be helping with various things like preparing sales proposals, weekly resource reports, transcribing workshop output, and booking travel for our project work when travelling is a thing again (Oh please, let travelling be a thing again). This is a great opportunity to learn about how a digital agency works. Bonus points if you’re interested in that sort of thing.

Is this a right fit for you?

  • Personal Qualifications. You have excellent organizational and planning skills, and are sensitive and aware of how company decisions can impact our staff. We play as a team, and you’re keen to get in there and get the job done. You’re an excellent communicator, both on the keyboard and in the person. You’re always looking for ways to improve things, both for the benefit of your companies and for your co-workers, all while staying sensitive to the needs of others. We do great work—and that means you have keen attention to detail, dotting your eyes and crossing your t’s. Smiling while doing all that is encouraged (but not in a creepy way).
  • Minimum Requirements. Past bookkeeping experience is an asset, but not mandatory.

Other stuff that’s good to know about us

Our wages are not only competitive, but we actually have overtime pay (yes, you read that right—overtime pay) and great benefits. Our flexible working environment is located in downtown Vancouver and is easily accessible by bus, SeaBus, SkyTrain, and West Coast Express. 

We believe in treating people well, compensating them fairly, and supporting them to live fulfilled and balanced lives. We offer great extended benefits, flexible time-off, and professional development opportunities for all staff. We want people to feel they can bring their whole selves to work and strive to offer an environment where everybody feels listened-to, welcome, and safe.

We are committed to accessibility and inclusivity and are always working to evolve and improve our practices as we learn. If you require any accommodation during the recruitment process, please let us know at careers@oxd.com.

How to apply

Email your resume and cover letter to careers@oxd.com. Only candidates that meet the minimum requirements will be considered. No phone calls please. Applicants must be eligible to work in Canada. 

High-five if you read and adhere to the small print. To help make this process smoother for everyone, please include the job title and your name in the subject line. 


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