Studio Operations Assistant

Job Summary:

Reporting to the Operations Manager, the Operations Assistant works with our Operations Team members in support of our daily objectives, with a focus on attitude, efficiency and customer service. Prior industry experience is not required, just a positive approach and the ability to multi-task in a dynamic team environment.

The Operations Assistant’s shift is Monday to Friday, 8:00 am to 5:00 pm with a one-hour meal break. This is a 100% onsite position, working in our Yaletown studio in tandem with our Part Time Operations Assistant during our busiest times. Occasional paid overtime evening and weekend work may be required with adequate notice.

Primary Responsibilities:

● Coffee Bar :

○ Complete daily opening tasks to prepare for barista service

○ Work as a barista preparing and serving specialty beverages from 8:30-10:30 am

○ Clean up and restock Coffee Bar supplies upon conclusion of barista service

○ Monitor and replenish drip coffee, cold brew, milk, cream, sugar and other supplies (multiple times throughout the day as required)

● Staff Lounge :

○ Monitor and restock the Snack Bar with bulk and packaged snacks, cereals, fruit and drinks (multiple times throughout the day as required)

○ Maintain the cleanliness and presentation of the Staff Lounge by tidying, restocking cleaning supplies (napkins, paper towels etc.), resetting furniture after busy periods (multiple times throughout the day as required), setting up for events and cleaning up afterwards, and packing up leftover food

○ Set up, monitor and clean up weekly Bagel Days and Summer Treats

○ Anticipate Staff Lounge usage needs to optimize enjoyment and avoid space conflicts

● Reception and Security :

○ Act as a first point of contact for inquiries from employees, visitors and service providers

○ Cover the Reception desk during designated times, and request alternate coverage from another Operations Team member when other priorities require vacating the desk

○ Greet visitors and ensure adherence to security and sign-in protocols, including completing the Visitor NDA

○ Monitor the main studio entrance in the lobby while the security guard is on lunch

○ Issue temp badges and conduct periodic audits to ensure compliance around our return policy, and request replacement of lost badges as required

● Roaming Tasks :

○ Conduct visual checks on all floors in the course of regular duties to identify any issues that may require troubleshooting, maintenance or custodial attention

○ Deliver office supplies or other items to employees’ desks, adjust thermostats in offices and workspaces, and check meeting spaces (ongoing)

○ Inventory and restock bathroom boxes and mini kitchen supplies (teas, napkins, paper towels, soap etc.) on each floor (a minimum of once a week or as required)

○ Fold towels for the gym and Coffee Bar upon delivery of a new supply (a minimum of once a week or as required

○ Assist service providers conducting pick-ups and drop-offs around the studio

○ Ensure organization in storage rooms, recycling/garbage rooms, and common areas (ongoing)

○ Inventory and restock office supply cabinets (a minimum of once a month or as required)

○ Place and pick up catering orders

○ Redistribute supplies to different areas of the studio in preparation for events

○ Assist Operations Team members in the execution of events

○ Undertake fridge cleanouts on all floors (a minimum of monthly)

●  Procurement :

○ Keep on top of on-hand inventory to know when reordering of any supplies is required

○ Utilize our network of suppliers to place orders for Coffee Bar, Snack Bar, bathroom boxes, kitchen supplies, office supplies, cleaning supplies, Bagel Days, Summer Treats, catering and event supplies, gym and Coffee Bar towels and anything else required by the studio (multiple orders per week)

○ Unload and store all orders delivered to the studio (multiple deliveries per week)

Secondary Responsibilities (time permitting):

● Monitor the queue of employee requests received through our ticketing system

● Work with event planners to confirm details of tasks requiring Operations Team assistance

● Prepare for the arrival of new hires and offboarding of employees whose employment has ended (preparing new hire swag bags, stocking desks with supplies, cleaning desks after departure etc.)

● Coordinate visits by Disney employees from other locations to ensure a productive experience in our studio (programming employee badges, sending a Welcome Email with studio details etc.)

● Distribution of employee giveaways and swag

● Maintain employee lists

● Assist with offsite events (screenings and parties), sometimes occurring on weekends or evenings with adequate notice

● Assemble small furniture items (coat racks, IKEA furniture), install bookshelves, hang art etc.

Qualifications:

● Hospitality background and a commitment to delivering outstanding customer service

● Recognition that this is a front-line role that supports daily studio operations and requires a high level of energy and enthusiasm

● Comfortable as a first point of contact for employees who require assistance, and troubleshooting daily challenges with the assistance of our Operations Manual and other on-hand resources

● Motivated, creative and curious

● Interested in identifying and recommending workflow efficiencies

● Strong planning skills and ability to prioritize competing demands with varying deadlines

● Positive, proactive, can-do attitude with the flexibility to pivot, based on changing priorities

● Clean and organized with attention to detail in physical spaces

● Ability to maintain professionalism under pressure

● Aptitude for communication, both verbal and written (email, Slack, Operations Manual updates)

● Familiarity with Google Suite of tools

● Comfortable bending and reaching for items repeatedly

● Can lift 50 pounds from floor to waist and 22 pounds overhead without assistance

● Barista training will be provided to the successful candidate

The hiring range for this position in British Columbia, Canada is C$43,900 to C$56,800 per year. The base pay actually offered will take into account internal equity and also may vary depending on the candidate’s geographic region, job-related knowledge, skills, and experience among other factors. A full range of medical, financial, and/or other variable pay or benefits, may be offered dependent on the level and position offered.