Shared Services Coordinator

The Shared Services Coordinator is a full-time, on-site position that involves a wide range of duties within our Facilities Team in support of the crew working at the Vancouver Creative Hub. Our ideal candidate will bring a positive and constructive contribution to the workplace experience while prioritizing tasks in a fast-paced environment. This role will appeal to a leader with strong organisational skills who can ensure services are delivered to a high standard.

Your role will include:

  • Support setting up new crew at the Hub, including providing or coordinating first day tours, Facilities orientation, ongoing guidance, and support
  • Cover the Reception and phone line, including greeting employees, vendors, and visitors
  • Manage Craft Services, which includes making sure our kitchens and entertainment areas are cleaned, properly stocked, and primed for each day and regular weekly events
  • Interact with our Events Team in the planning, setup, support, and take down of special events
  • Make sure all meeting areas and bookable rooms are presentable ahead of each day (or as needed)
  • Maintain checks and balances on office supplies and the availability of desk furnishings, tracking inventory needs
  • Assist with facilities management such as coordinating runners, cleaning and maintenance schedules, storage spaces, and the optimal use of our spaces
  • Manage all incoming and outgoing deliveries, distributing items as needed or notifying the respective team/s and/or individuals of special items for their care
  • Handle Facilities-related studio-wide communications
  • Provide support in the ongoing implementation of Health & Safety protocols, including regular monitoring and care of the Health, Safety, & Wellbeing areas
  • Support security protocols such as access card activation, distribution, and deactivation, ensuring visitors have signed NDAs, and coordinate with building security on maintaining a safe space
  • Aid in the compliance and adherence of company policies and practices
  • Assist in replying to email requests and Facilities support tickets
  • Ensure Facilities expenditures are monitored and in line with budgetary expectations, invoiced properly, approved (POs), filed, and that credit cards are handled effectively
  • Provide feedback on crew morale
  • Assess the Shared Services “digital toolkit” and ensure it is fit for purpose. Develop and improve easy to use processes
  • Build and maintain effective relationships with both external and internal suppliers

Requirements or Experience:

  • Applicants must be a Canadian Citizen or Canadian Permanent Resident
  • Proven experience managing a small team. Preference for office coordination experience
  • Experience within the film industry or other busy fast paced environments
  • Solid communicator with a strong desire to provide a positive workplace culture
  • Great working as part of a team, yet also capable of completing tasks on their own
  • Excellent organisational and time management skills, and the ability to manage a wide range of competing priorities and tasks, while being capable of reprioritising as needed
  • Experience using Microsoft 365 (or similar)

Wētā FX is proud to be an equal opportunity employer. We celebrate our diversity and believe in creating an environment where all our crew feel welcomed, respected, supported and appreciated. Applicants must be a Canadian Citizen or Canadian Permanent Resident.

If you are looking for a fresh opportunity within the Facilities team, then this opening could be for you!

Location: Vancouver, Canada