Senior Facilities & Office Coordinator

Canvas Worldwide dares to be the challenger the ad industry needs. Do you "Challenge the Comfortable?" Then you'll fit right in here at Canvas.

Named “Most Innovative Agency” by Campaign US, Canvas Worldwide is an independent media agency that provides ingenious solutions for brands looking to challenge the status quo. Our clients include Hyundai, Kia, Genesis, MGM, Starz and McDonald’s (to name a few…).

Our agency cultivates an environment where all are welcome to push outside their comfort zones to solve problems in new ways. We encourage the team to be its best by creating the most positive workplace experience for all. For instance, we outpace the industry on diversity and inclusion AND offer continuous training and workshops for career development. So, if you dare to challenge the comfortable… then keep reading.

As the Sr. Facilities & Office Coordinator, you will perform duties as Sr. Facilities & Office Coordinator and receptionist by managing the front  desk, ordering supplies, maintaining office environment, coordinating events, and assisting facilities when needed. This includes being able to answer the main phone line and greeting clients, visitors, and guests that come to Canvas Worldwide. This position may be required to offer office support to the regional offices. This position is the face of the Agency, and this person must maintain a positive, professional attitude while remaining calm under pressure.

• Oversee the day-to-day operations of the office and facilities, ensuring a safe, clean, and comfortable working environment. 
• Order and maintain office supplies for our Playa Vista office and organize supplies neatly in supply rooms. 
• Assist in budget planning for office and facilities-related expenses. 
• Coordinate in-office events with vendors and ensure all proper paperwork is provided such as COI, NDA, etc. 
• Plan company events ranging from company training sessions to annual office parties. 
• Order catering for all internal and client meetings. 
• Manage the kitchens and ensure they are clean and well stocked. 
• Order snacks and beverages for the office weekly. 
• Update master employee list weekly (reflecting on-boarding and offboarding staff). 
• Manage workorders to completion within Facilities ticketing system. Ensure workorders are followed up on promptly. 
• Conduct Facilities New Hire Orientation and office tours. 
• Manage desk assignments and desk moves. 
• Manage complex calendar scheduling, reserve conference rooms and set-ups for meetings. 
• Ensure conference rooms are always tidy, orderly, and ready for meetings. 
• Manage lighting systems, desk repairs, HVAC, and plumbing issues. 
• Support Facilities Manager as well as Director and escalates problematic issues. 
• Conduct weekly Facilities walks and report on safety, security, aesthetic issues. 
• Conduct monthly QA janitorial walks with vendor. 
• Compile data for weekly Facilities Report. 
• Perform basic A/V room set ups and troubleshooting. 
• Manage Office Safety Team across all offices to include; team roster, trainings, meetings, drill preparation, and execution.  
• Manage and order earthquake and emergency supplies as needed and is comfortable becoming CPR certified. 
• Handle all incoming and outgoing mail requests to include mail sorting. Process FedEx airway bills for all offices. 
• Greet and assist all Clients/Visitors, ensuring an outstanding experience for all. 
• Answer telephone and email inquiries for internal/external clients. 
• Assist Finance with P-Card reconciliation. 
• Must be able to write office wide communications. 
• May be requested to perform duties outside of the “normal” business office hours when necessary. 
• Serve as full back up to Facilities Manager. 
• Must be comfortable running the LA Office HQ with minimal supervision when Facilities Director and Facilities Manager are on business travel. 
• Additional duties and projects may be assigned, and functions may be modified according to business necessity. This includes but not limited to, minor handyman work such as hanging artwork. 
• Vendor management and coordination.

• Maintain composure in dealing with supervisor, executives, clients, staff, and the public, occasionally under conditions of urgency and in pressure situations always with respect. 
• Preferred experience working in a large office setting. 
• Ability to handle multiple tasks concurrently and prioritize. 
• Able to handle confidential/sensitive information with a high level of professionalism and discretion. 
• Ability to manage multiple sites remotely. 
• Preferred certification in First Aid, CPR, AED. 
• Extremely organized and detail oriented while working in a fast-paced environment, sometimes under pressure. 
• Proficient with Microsoft Office suite. 
• Must have some software experience and can learn new software such as; Envoy, ZenDesk, ControlScope lighting software, Angus, WeWork platform, Z-Inspector. 
• Strong written and verbal communication skills. 
• Great interpersonal skills, proactive, flexible and strong decision-making ability. 
• A positive, outgoing, proactive, and can-do attitude is a must. 
• Some background managing OpEx budgets. 
• Punctuality is a must. 
• Must have reliable transportation. 
• Some management background is preferred. 
• Walking, reaching with hands and arms, stooping, kneeling, lifting, crouching and crawling.  
• Able to lift, carry, push, pull up to 40lbs. without issue. 

Salary and Benefits

Actual base salary is determined upon factors such as experience, qualifications, training, certifications, and internal equity. The Company reserves the right to modify this pay range at any time. Base salary is part of a total rewards package that includes highly competitive benefits like generous medical, dental, vision, pet insurance, commuter benefits, disability and life insurance coverage, 401(k) matching, up to 14 holidays per year, a “Do Good Day,” and unlimited PTO.

Canvas Worldwide is an Equal Opportunity Employer: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

CA Applicants: Canvas Worldwide practices Fair Chance Hiring