Office Coordinator

Office Coordinator – INK Entertainment

Location: Toronto, ON (Head Office)

Company: INK Entertainment Group

About INK Entertainment

Operating since 1982, INK Entertainment is a powerhouse in lifestyle, hospitality, and entertainment. We create culture-defining experiences across acclaimed dining destinations (Sofia, Amal, Akira Back, Daphne), luxury nightlife (REBEL, Cabana, DPRTMNT), and major festivals (VELD). We work hard, innovate constantly, and offer unmatched career mobility for people who bring passion to the table.

The Role

INK Entertainment is seeking an organized, proactive, and service-oriented Office Coordinator to support the day-to-day operations of our Head Office, in office 5 days a week in Yorkville. This individual will play an important role in maintaining a professional, welcoming, and well-organized workplace while providing administrative and operational support to leadership and employees.

The ideal candidate is highly organized, detail-oriented, approachable, and comfortable managing multiple priorities in a fast-paced environment.

What You’ll Do:

Office Administration & Reception

• Serve as the first point of contact for visitors, employees, vendors, and business partners.
• Manage incoming calls, general inquiries, mail, deliveries, and reception activities.
• Maintain a professional, welcoming, and organized office environment.
• Provide general administrative support, including filing, data entry, document preparation, and scheduling.

Office Operations & Facilities

• Coordinate office cleaning, maintenance, repairs, and building-related requests.
• Monitor and maintain office supplies, inventory, and ordering requirements.
• Oversee the organization and cleanliness of common areas, meeting rooms, workstations, and the office kitchen.
• Coordinate with building management, contractors, and external service providers to address office requirements.
• Arrange catering, food, and beverage orders for meetings, executives, and office functions.

Executive & Administrative Support

• Provide administrative support to the VP of Marketing, including calendar management, meeting scheduling, and appointment coordination.
• Coordinate meeting logistics, room bookings, catering, and preparation.
• Assist executives and leadership with administrative requests and day-to-day office requirements.
• Handle confidential information and business matters with professionalism and discretion.

Employee Onboarding & Offboarding

• Work closely with Human Resources and IT to coordinate office-related onboarding and offboarding requirements.
• Prepare workstations, desk assignments, office access cards, keys, and equipment for incoming employees.
• Assist with first-day office arrangements and employee welcome activities.
• Coordinate the collection of company property and deactivation of office access for departing employees.
• Maintain relevant administrative records and follow up on outstanding requirements.

Building Security & Access

• Coordinate visitor access and liaise with building management and security personnel.
• Assist with managing office keys, access cards, and building security requirements.
• Report security concerns, access issues, and maintenance matters to the appropriate contacts.

What We’re Looking For:

• Previous experience in office administration, reception, office coordination, or a similar role.
• Strong organizational, time-management, and multitasking skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office, particularly Outlook, Word, and Excel.
• Experience with calendar management, vendor coordination, and facilities administration is an asset.
• Strong attention to detail, initiative, and problem-solving abilities.
• Professional, approachable, and customer-service-oriented demeanour.
• Ability to handle confidential information with discretion.
• Comfortable working independently while collaborating with multiple departments and stakeholders.

What We Are Looking For:

We are looking for someone who takes ownership, anticipates office needs, and takes pride in creating an organized and professional workplace. The successful candidate will be a reliable point of contact for employees and leadership, ensuring the Head Office operates smoothly and efficiently.

Why You’ll Love Working Here:

• Global Career Pathways & Mobility: Cross-training opportunities across INK Entertainment venues, with room to grow into leadership roles locally and globally.
• Perks & Discounts: Dining discounts across all INK Entertainment venues, early event access.
• Culture & Mentorship: Direct guidance from leaders, structured skill development, and a supportive team environment.

Compensation:

The anticipated salary range for this position is $47,000–$50,000 annually, depending on the successful candidate’s experience, qualifications, and overall fit for the role.

Diversity, Equity & Inclusion

At INK Entertainment, we believe great experiences are created by diverse teams and unique perspectives. We consider all qualified applicants without regard to race, colour, ancestry, place of origin, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status, disability, or any other ground protected by the Ontario Human Rights Code.

Accessibility

We are committed to providing persons with disabilities equal opportunities regarding all employment activities, including access to jobs and accommodations during employment as required, in accordance with the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available on request for candidates taking part in all aspects of the selection process.

Ready to build your future with us? Apply today!