Role Summary

As the Office & Community Assistant, you are a highly motivated and organized self-starter with some experience wearing multiple hats, supporting clients, internal teams, events, operations and/or in a business administration function.

The Office & Community Assistant is responsible for supporting our team, our clients and our operations at Innovation Factory and TechPlace. You will be at the front line (and the front of the office) to welcome Innovation Factory and TechPlace visitors, clients, partners and community. We’re looking for someone who has a serious “can do” attitude and isn’t afraid of introducing themselves or doing an introduction of our organization and space to any and all visitors.

This is a fixed term (12 month) contract, full-time position working out of our office 5 days a week. This role will work collaboratively with all departments and teams within Innovation Factory and TechPlace and report to Innovation Factory’s Director of Marketing.

Core Responsibilities

Reception/Client Liaison Support

• Welcome Innovation Factory and TechPlace visitors by greeting, and directing them appropriately. Notify the appropriate person or company of the visitor’s arrival
• Give tours and provide visitors with information about TechPlace and Innovation Factory
• Assist with other community and client-facing support such as answering the phone, replying to email inquiries, receive and sort incoming and outgoing mail, etc.
• Identify and make appropriate referrals on behalf of Innovation Factory and TechPlace
• Approve new TechPlace members and facilitate their onboarding process
• Other items relating to clients and community outreach as required
• Respond to inquiries and questions from coworkers

Operation, Building & Office Support

• Assist with booking meeting rooms. Ensure that meeting rooms are being used as per schedule and communicate with and assist meeting room users
• Open/Close TechPlace daily as well as any related duties associated with opening and closing
• Ensure office space is well-maintained during business hours. This includes: meeting rooms returned to proper order after use. Ensure that clocks, TVs and cables are functional and any other room peripherals are available for visitors
• Receive deliveries and triage to staff or members as necessary
• Relay maintenance issues to building administrators (lights, heat, bulb replacement, etc.)
• Support office logistics – including scheduling meetings, booking resources, catering requests to name a few
• Monitor and order office supplies and support other office logistics
• Support with office location changes, ie. move coordination

Onboard New TechPlace LaunchPad Companies

• Prepare rental agreements
• Prepare and issue communications ie. Welcome Notices, special visitor notifications, tenant opportunities, etc.
• Coordinating new signage and ensure office readiness
• Prepare rent reminders (monthly), reconcile with city accounting (quarterly)

Client and Data Administration

• Support any on-site Innovation Factory client needs as requested by the IF Venture Growth team
• Support the Innovation Factory HR, Finance & Ops team members with any coordination on site for interviews, meetings, and assisting in administration and data processing when needed
• Support with research projects and/or data collection
• Support with TechPlace’s Enterprise Resource Platform (ERP) Workday
• Support with Innovation Factory’s Customer Relationship Management (CRM) system
• Coordinate administration for Innovation Factory and TechPlace collaborative projects
• Complete weekly timesheets

Space Activation, Events & Marketing Assistance

• Plan, develop and execute Innovation Factory and TechPlace events, including workshops, networking events, potlucks, office hours, regional and local tours, delegations, etc.
• Support other in-house promotions of TechPlace and Innovation Factory
• Serve as the liaison between Innovation Factory and Techplace to avoid duplication and enable joint strategy for events and marketing
• Update TV at the reception (new events and other slides as necessary)
• Update internal system (Archie) – with news, events and notices
• Support the marketing team with administrative tasks including, research and data entry

Essential Skills and Qualifications

• Completed post-secondary diploma/degree in Business, Human Resources or related field
• Minimum 1 year of administrative or office management experience and with customer relationship experience
• Strong and professional communication skills, both written and verbal
• Demonstrated ability to deliver and handle competing priorities and projects in an organized, detailed, and timely manner
• Proficient with Microsoft Office (Word, Excel, PowerPoint)
• Organized, punctual, results-minded
• Works well individually and as part of a team
• Strong organizational skills and attention to detail
• Enthusiasm to take on new challenges and explore new responsibilities
• Able to juggle multiple tasks and projects, prioritizing accordingly
• Previous experience using Customer Relationship Management (CRM) databases and/or ERP systems would be an asset but is not a requirement
• Not essential, but an interest in innovation, entrepreneurship and community building is an asset

Working Conditions

• 5 days per week all in office location; 37.5 hours per week, regular daytime business hours are between 9 am EST to 5 pm EST. In the case of events or meetings, hours may be adjusted
• Some localized travel required

Location

Innovation Factory (TechPlace)

• 801-5500 North Service Rd, Burlington, ON

About Innovation Factory

Innovation Factory (iF) is a not-for-profit business accelerator, providing entrepreneurs with business services, training, mentorship and strategic connections to help bring disruptive technologies to market, increase revenues, attract investment and create jobs.

Our mission is to be the primary catalyst for technology innovation in the greater Hamilton and Halton areas with a vision to make the region Canada’s fastest-growing innovation community and the first port of call for innovators. We will do this via direct 1-1 support for companies; creating partnerships, and building community. We will create an environment and culture that draws people into the region as a place to invest, live, learn, work and start businesses.

The Innovation Factory is committed to a fair and inclusive work environment. We are an equal opportunity employer that hires and attracts talent regardless of age, race, creed, colour, religion, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality, sex, status as a protected veteran or any other legally protected grounds and will not discriminate on these bases. Accommodation will be provided throughout the hiring process, as required. Applicants must make their needs known in advance.

For more information please visit www.innovationfactory.ca