Part Time Technology & Facilities Coordinator

Position: Part Time Technology & Facilities Coordinator CAN

Part Time Technology & Facilities Coordinator

Toronto, CAN

Purpose

Overall, this part-time role is responsible for managing the technology support, facilities oversight, and employee experience needs for an assigned office/offices. Partnering with office leadership and Agency Operations to deliver an outstanding employee and client experience that exemplifies our Cheil Agency Network standards.

Responsibilities Technology Support (60% of Role) Daily/Weekly Operations

• Provide world-class detail-oriented technology support for everyone in the assigned office.
• Assist in the deployment and maintenance of computers, loaner laptops, peripherals, software applications, and other tech devices.
• First-tier support and troubleshooting for all laptops, desktop hardware, business software, audio/visual, teleconferencing/videoconferencing equipment, televisions, monitors, projectors, recording equipment, speaker sets, digital cameras/camcorders, printers, and network troubleshooting.
• First-tier support for the assigned offices’ All-Agency, client, and new business meetings, including audio, video, and presentation equipment support and management.
• Set up and tear down technology equipment for All-Agency or client meetings/visits, as needed.
• Manage technology ticket queue (for assigned office), including escalating issues to Technology department leadership when necessary.
• Assist with new hire technology onboarding.
• Maintain Agency print zones, including stock of paper, toner, and supplies.

Monthly/Annual Operations

• Assist with maintaining an inventory database of computers, peripherals, and software.
• Maintain any new business travel equipment.

Office Supplies and Catering Management/Support (30% of Role)

Provide food and beverage service for the assigned office. Perform a logistical event coordinator for all agency events, client-related meetings, and agency-sponsored events.

• Daily beverage and supply set up in Agency service areas (various coffee, teas, etc.).
• Familiar with food policy, catering guidelines, and procedures for ordering and setting up food and beverage requests.
• Process all food requests to vendors per catering and budget guidelines outlined by Operations leadership.
• Maintain organized and stocked kitchens and storage closet, e.g., cabinets, drawers, paper products, coffee, tea, sugars, etc., and stocked office supply closet, e.g., paper, writing utensils, filling materials, etc.
• Create a weekly “grocery list” and “office supply list” to purchase and order all needed supplies.
• Establish and maintain relationships/direct contact with vendors and caterers.
• Provide set up and clean up for Pub Wednesday, office lunches/events, and client visits/meetings; follow-up post-meeting to ensure the office is returned to CAN standard.
• Weekly clean out of the fridges.
• Garner ongoing feedback from employees to improve the in‑office experience.
• Process all invoices and track spending per Operations Department guidelines.
• Communicate the weekly plans and needs of the office to the office leadership.
• When needed, responsible for maintaining, scheduling, and sharing an office events calendar with office leadership.
• When needed, assist Agency Operations with a variety of tasks for Agency functions or special projects, e.g., community volunteer days.

Office Facilities Management (10% of Role)

Provide excellent customer service to all levels of the Agency in interaction and resolution.

• Assist with overall new hire onboarding, partnering closely with People, IT, and Operations to ensure all incoming employees have the proper equipment, working spaces are set up, and all questions/issues are addressed timely and thoroughly.
• Lead team member for moves within and of the assigned office.
• Serve as a direct contact for facility-related vendors, e.g., building management, cleaning crew, office security, HVAC, etc.
• Manages office vendor payments, including creation of Purchase Orders.
• Knowledge of access systems, responsible for issuing access for employees, guests, and vendors.
• Manage inventory of access system fobs and storage unit access/keys.
• Knowledge of parking policies for the assigned office and responsible for addressing any employee questions or…