Design & Operations Coordinator – Job Profile & Duties

 

EMPLOYMENT DETAILS

Company: Grassroots Advertising Inc.                                                                    

Business Address: 17R Atlantic Ave, Toronto, ON M6K 3E7                                                                                                                                                     

Work Location(s): 17R Atlantic Ave, Toronto, ON M6K 3E7 

Job Title: Design and Operations Coordinator (NOC 13100)                                                                                                                                  

Job Status: Full time; Permanent                                                                                                                                                                                 

Language: English                                                                                                                                                                         

Wage Rate: $55,600 annual salary                                                                                                                                                                      

Benefits: 2 weeks vacation, 5 sick days; Group Benefits after 3 months

 

ABOUT US

Grassroots Advertising has been launching Wildposting®, guerrilla marketing and street advertising campaigns for over 40 years. Our advertising company strives to bring your visions to life. Our advertising strategy is to build and strengthen the connection between consumers and brands. We offer guerrilla marketing and street advertising services across major markets in Canada, the United States and Europe. For more information about us, visit our website: www.grassrootsadvertising.com

 

WORK ARRANGEMENTS

This position works from the company office (17R Atlantic Ave, Toronto, ON M6K 3E7). Hybrid work opportunities (split between company office and employee’s home office may be possible).

 

Job Summary

The Design and Operations Coordinator is responsible for managing office operations, coordinating administrative processes, and supporting project planning and execution. This role requires strong organizational skills, leadership abilities, and the capacity to handle multiple priorities. The position bridges administrative, operational and design functions to ensure smooth business processes, effective resource management, and the delivery of high-quality audits and reports for external clients. The role involves 75% administration and 25% design duties. 

 

Key Responsibilities: 

  • Oversee and coordinate office administrative procedures, regularly reviewing, evaluating, and implementing process improvements.
  • Maintain the master production schedule and organize weekly production meetings.
  • Establish work priorities, delegate tasks to office support staff, and ensure deadlines are met and procedures are followed.
  • Provide sales support, including creating media kits, market lists, mock-ups and other necessary materials.
  • Administer policies and procedures related to record management, ensuring compliance with government access to information and privacy legislation.
  • Coordinate and plan for office services, including space accommodations, relocations, equipment, supplies, and security services, ensuring resources are efficiently utilized.
  • Conduct analyses of administrative operations related to budgeting, contracting, and project management, providing actionable insights to senior management.
  • Prepare and manage operating budgets, maintain inventory controls, and oversee expense tracking for administrative and operational projects.
  • Assemble, analyze, and prepare periodic and special reports, manuals, correspondence, and presentations as required.
  • Supervise and provide guidance to records management technicians and administrative staff to maintain operational efficiency.
  • Carry out administrative activities associated with admissions or other specific institutional processes, adhering to organizational policies.
  • Ensure compliance with all organizational and legal requirements in administrative operations and policy implementation.
  • Follow up on the status of campaign materials, payments and other accounting tasks as assigned.
  • Set and follow design standards to ensure websites look consistent and professional.
  • Design visuals for websites that match the organization’s brand.
  • Create and update website content using tools like graphics, databases, and animation software.
  • Perform additional duties or projects as required.

 

Required Skills and Qualifications:

  • College or University degree in business or public administration is preferred.
  • Knowledge of Adobe creative tools is preferred.
  • Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
  • Excellent communication and interpersonal skills to liaise with team members, internal senior management, and external stakeholders.
  • Knowledge of database management systems, such as FileMaker.
  • Detail-oriented with a proactive problem-solving mindset.
  • Ability to adapt to changing requirements and meet deadlines.

 

Preferred Experience:

  • A minimum of 3 years of experience as an office coordinator, in business, or public administration is preferred.

 

HOW TO APPLY

Email: lbrady@grassrootsadvertising.com

Mail: 17R Atlantic Ave, Toronto, ON M6K 3E7

 

CONTACT INFORMATION

Name: Lynne Brady

Title: Business Manager 

Email:  lbrady@grassrootsadvertising.com

 

Grassroots Advertising Inc. is an equal opportunity employer and is committed to providing accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and Ontario’s Human Rights Code. Requests for accommodation can be made at any stage of the recruitment process. Applicants are asked to make their needs/requirements known to Lynne Brady, the hiring manager.