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Operations Coordinator Full Time NEW
WHO WE ARE
Point Blank is the impact agency for Canada’s progressive movement. Proudly values-first, purpose-driven, women-led and unionized, we partner exclusively with movement partners: unions, political parties and candidates, not-for-profits, charities, and public sector allies who are hellbent on being on the right left side of history. We’re built for outcomes, not outputs, integrating research, strategy, creative, paid media, and organizing under one roof. The result? Campaigns that hit hard and incite impact where it counts: in the real world. Unconventional, unapologetic, and sometimes a little unhinged, we’re here to make noise, make change—and make damn sure your campaign can’t be ignored.
We work and live on the unceded territory of the Algonquin Anishinaabe and Coast Salish peoples, as well as the Coast Salish territory of the Lək̓ʷəŋən (Lekwungen)/Songhees, Esquimalt, WSÁNEĆ Nations, including the territories of the xʷməθkʷəy̓əm (Musqueam), Stó:lō, səl̓ílwətaʔɬ (Tsleil-Waututh), Sḵwx̱wú7mesh (Squamish) Nations; in Treaty 6 territory, the traditional meeting ground and home for many Indigenous peoples, including Plains and Woodland Cree, Assiniboine, Saulteaux, Niitsitapi (Blackfoot), Métis, and Nakota Sioux peoples; in Treaty 13, the traditional territory of many nations including the Mississaugas of the Credit, the Anishinabewaki ᐊᓂᔑᓈᐯᐗᑭ, the Chippewa, the Haudenosaunee and Huron-Wendat peoples, this land is also home to many diverse Indigenous, Inuit and Métis peoples.
POSITION OVERVIEW
We are looking for a proactive and motivated individual to support our team across Operations, Finance, and HR Administration. You’ll work with a high-performing, fun, and supportive team and do varied work across an interesting and broad portfolio, with opportunities to learn, deepen your knowledge, and build expertise in areas of particular interest. This opportunity is ideal for someone who is detail oriented, highly organized, and reliable. You should be comfortable working autonomously once direction is provided.
There is a requirement to be onsite in-person 1-2 times per week to tend to in-office tasks and on an ad hoc basis for support with special events, but otherwise most duties can be performed remotely.
REPORTING
This position is part of Point Blank’s Operations Team, and reports to The Chief Financial and Administrative Officer. This role is to fill an existing vacancy. Our staff are proud members of UFCW 1518. This position is excluded from the unit.
LOCATION
Point Blank is a remote-first work place, with offices in Toronto and Vancouver. For this role, we are looking for someone based in Vancouver, BC. Applicants must have the ability to travel to our office building, located in the Gastown neighbourhood.
EQUITY
Point Blank is committed to equitable hiring, development, and promotion with recognition that equity-deserving candidates continue to face systemic barriers to employment. We see immense value in hiring, training and promoting professionals from a wide variety of experiences and backgrounds. Point Blank does not have a minimum requirement for education or training, as the entry requirements and barriers to education are historically discriminatory. We particularly encourage candidates from equity-deserving and under-represented backgrounds to apply. Point Blank does not use AI to review applications; every application is reviewed by a human to ensure that we attain a consistent and equitable hiring process.
WHAT YOU DO
OPERATIONS & ADMINISTRATION
Maintaining our Vancouver office and supporting with office management across all our offices, including:
– Maintaining relationships & managing service requests with the Building Manager & Maintenance Team
– Ordering office supplies and snacks
– Checking mail, receiving packages and coordinating pickups/dropoffs at local post office/Fedex
– Maintaining and managing office equipment, ensuring everything is in working order and addressing any issues
– Maintaining the office storage unit
– Maintaining & cleaning the espresso machine, dusting, tidying, recycling, and watering plants
– Supporting the Operations & Finance Manager in other aspects of office management, such as lease, contract, and vendor management
Coordinating in-person events and activities for our Vancouver staff, as required, including:
– Set up and on site support for in-person meetings
– Administering office keys and office tours
– Event planning and coordination (in collaboration with the Operations & Finance Manager, approximately four events per year)
Researching and ordering special equipment/solutions (e.g. AV, IT, HVAC, telecom, etc.)
Configuring & deploying company laptops; supporting company device management
Maintain the company’s archival technology and processes, including supporting data migrations, monitoring equipment, and working with project teams to ensure project files are appropriately archived on wrap
Administering the employee milestone, appreciation, and professional development programs, including maintaining tracking spreadsheets, coordinating purchases, and tracking expenses and receipts
Making travel and accommodation arrangements for members of the company, including booking flights, hotels, preparing itineraries, and reconciling post-trip expense reports
Drafting and proofreading a wide range of documents
Supporting with managing the Point Blank document template gallery including uploading new templates & managing edit requests
Supporting special operations projects as needed, including client gifting, swag procurement, training & development workshops
Supporting employee communications & all staff meetings, including preparing weekly updates & monthly all staff meeting content prep (cultivating content and drafting slide decks)
FINANCE SUPPORT
Communicating the arrival of cheques & making bank deposits
Supporting with the management of company credit cards
Coordinating with the Operations & Finance Manager, accounting team, department leads, and CFAO to track and bill company expenses, including leading the administration of accounts payable (reviewing draft A/P lists, printing & mailing outgoing cheques) and reviewing and reconciling receipts and transactions
Executing purchasing on behalf of PB, under the direction of the Operations & Finance Manager
Supporting on paid media buys – double checking contracts, tracking and managing payment of invoices
Assisting with preparing inputs for monthly financial statements
HR ADMINISTRATION
Supporting HR processes, including recruitment and hiring, performance management, onboarding and offboarding, and more by preparing documentation, scheduling meetings, drafting and filing standard documents, and other tasks
Leading HR administration and documentation:
– Managing the HRIS and record keeping
– Managing payroll changes and documentation
– Managing administrative communications with the union (e.g. remitting union dues, notifying of employee exits, submitting paperwork for new employees)
– Monitoring the performance evaluation process, ensuring managers are completing probationary, quarterly and annual reviews within applicable timelines
– Assisting with HR related inquiries, requests, and employee communications about day to day HR concerns (e.g., benefits, payroll, time off, policies, etc.)
– Supporting the planning and implementation of DEI-related improvements to HR system, processes, and documentation
– Providing administrative support the Joint Labour Management Committee (JLM) (e.g. agenda preparation, note-taking, preparing and filing documentation)
Administering our employee benefits program, including:
– Working with our reps to add/remove employees from our plan, including ensuring employees are added/removed at the appropriate time and payroll changes are communicated
– Supporting employees needing to make changes to their plans or information
– Supporting employees in understanding their benefits & answering standard questions
LEADERSHIP TEAM SUPPORT
Supporting with meetings, including scheduling, coordinating meeting links, preparing slide decks, taking high quality meeting notes, sharing outcomes & action items
Providing research, reporting and special projects support as required, including:
– Doing background research and preparing briefings on a wide variety of topics (issues, people, organizations, grants, programs)
– Supporting with tracking and analysing sales, profitability, utilization, and other company data
– Supporting and coordinating annual and quarterly strategic planning
– Taking on special projects and other duties as required
Other duties as assigned
SKILLS & EXPERIENCE
REQUIRED:
1-3 years of relevant professional and/or volunteer experience or equivalent combination of education and professional and/or volunteer experience.
Comfortable working with numbers – no requirement to be a math genius, but an understanding of numbers and comfort working with them is key.
Strong working knowledge of spreadsheet basics and logic, including entering and formatting data, finding and correcting errors, and building/working with simple formulas.
Proficient computer skills with the ability to adapt and learn new programs/softwares
Takes initiative, is proactive and communicative
High level of attention to detail and extremely organized
Strong verbal and written professional communication skills (English)
Ability to prioritize multiple tasks and meet deadlines
Ability to handle confidential information with integrity and discretion
NICE TO HAVES:
Experience working in agency, professional services, hospitality, political campaign, or labour environments
Experience with tech and AI
Professional fluency in French or other languages
WHY WORK WITH US?
Our entire team is committed to social change. We work with causes and movements we believe in – and we have a great time doing it.
We offer annual salary growth, as well as paid health leave and an extended benefits package – including a health and dental plan, an additional mental health spending account, and a group RRSP plan.
Our team has access to an annual professional development budget and training and development opportunities throughout the year.
We offer flexible, hybrid working arrangements. While some in person work may be required at times, you will be able to work remotely or from our offices as you choose.
COMPENSATION
This role is in Grade 3 of our wage grid, and starting salary is expected to be between $55,358 and $60,279. Compensation will be determined based on skills, experience, and equity amongst our team.
TO APPLY
Step 1: Apply by clicking the “Apply for this job” button via the application link. Submit your resume, along with a cover letter outlining why you believe you would be a great fit for this role.
Step 2: Submissions will be reviewed, and top applicants invited for an interview. Only those selected for an interview will be contacted.
Closing Date: Open until filled. Don’t delay your application! We are looking to hire immediately and will be conducting interviews on a rolling basis.
Please note, this position requires in person work at times. The successful candidate must be willing to comply with Point Blank’s Communicable Disease Prevention Policy, which includes a requirement to adhere to any active public health mandates.
Point Blank is committed to providing accommodations for people with disabilities. If you require an accommodation at any point during this process, please notify [email protected] and we will work with you to jointly address your needs.