Office Coordinator

POSITION: Office Coordinator

OVERVIEW: Gentle Fawn is a women’s fashion brand that designs feminine, effortless pieces, perfect for your everyday wardrobe. Since 2003, we’ve been committed to developing quality fabrics & timeless designs, in a collaborative and creative environment. As the Office Coordinator you will embody and promote our company culture whilst maintaining an efficient, pleasant, and organized office environment. We are looking for an energetic professional who doesn't mind wearing multiple hats and is skilled with administrative duties. If you love people, fashion and organization, we want to hear from you!

REPORTS TO: Director of Operations

LOCATION: Gentle Fawn HQ, Vancouver BC.

COMPENSATION: $40,000 to $60,000 annually, final compensation will be determined based on experience, qualifications, and overall fit for the role.

TO APPLY: Email your resume and cover letter to ***email_hidden*** with the subject line:

“Office Coordinator Application – YOUR FIRST AND LASTNAME”

RESPONSIBILITIES

Office Operations & Facilities Management

· Oversee the daily operations of the office including general reception responsibilities.

· Manage office supplies, equipment, inventory, and workplace resources.

· Coordinate office maintenance, repairs, cleaning services, and facility-related requests.

· Serve as the primary liaison with building management, landlords, and external service providers.

· Manage office access, parking arrangements, security procedures, mail, courier services, and deliveries.

· Maintain office policies, procedures, records, and administrative documentation.

· Identify opportunities to improve workplace efficiency, organization, and employee experience.

Administration, Finance & Systems Support

· Coordinate invoices, expenses, and vendor payment.

· Coordinate billing and ensure accurate coding and submission of invoices.

· Assist with budget tracking and expense management related to office operations.

· Support onboarding and offboarding logistics, including workspace setup, equipment coordination, and workplace access.

· Serve as the primary contact for office technology and equipment-related matters.

· Coordinate with external IT providers to support employee technology needs and workplace systems.

· Assist with implementation and administration of workplace tools, systems, and training resources.

Events & Culture

· Manage events committee and wellness program ensuring company culture and staff engagement is maintained.

· Foster a welcoming, positive, and collaborative workplace environment.

· Support internal communications and office-related announcements.

· Manage first aid and office safety protocols supporting regular compliance.

General Support

· Strengthen the company's brand presence and reputation through LinkedIn content support, industry award submissions, and external recognition initiative

· Provide administrative and organizational support to the CEO, including calendar management, scheduling, charitable initiatives and special projects as assigned.

· Coordinate and fulfill retail marketing materials, including point-of-purchase (POP) displays, gift-with-purchase (GWP) programs, prospect packages, and sales and marketing collateral for retail and wholesale partners.

· Sample sale support as required.

QUALIFICATIONS

· Completion of a Post Secondary education

· Computer skills; proficiency in MS Office and Excel

· Excellent analytical, written, organization, communication, and interpersonal skills

· Clear communication, excellent phone demeanor and willingness to speak to people on the phone

· At least 1 year experience of demonstrated success in an office setting

· Ability to multitask and work to deadlines in a team-based environment

· Proactive thinker and innovative problem solver who is patient and comfortable dealing with issues as they arise

· Ability to work independently and thrive in a fast-paced environment

Thank-you for your interest in GENTLE FAWN! Only shortlisted applicants will be contacted.