Office Services Clerk (1 year contract)

Job Description: Here at Rakuten Kobo Inc. we offer a casual working start-up environment and a group of friendly and talented individuals. Our employees rank us highly in terms of commitment to work/life balance. We realize that for our people to be innovative, creative and passionate they need to feel valued and supported. If you’re looking for a company that inspires passion, personal, and professional growth – join Kobo and come help us on our mission of making reading lives better. The Role: Rakuten Kobo Inc. is looking for an Office Services Clerk to join our Facilities team for a one-year onsite contract with the possibility of extension. The team helps create a welcoming, safe, and well-supported workplace for Kobo employees and visitors. Reporting to the Facilities Manager, the Office Services Clerk will be the first point of contact at Kobo’s Toronto Headquarters. They will provide day-to-day administrative and operational support for the office. Responsibilities will include coordinating global shipping and receiving, supporting internal and external events, meeting-room and workspace-booking coordination, as well as assisting with office policies, procedures, internal communications, and administrative processes. You will also work closely with the Facilities Manager to support emergency preparedness initiatives and help maintain a safe and effective workplace. To succeed, the ideal candidate will be an organized, energetic professional who can wear multiple hats and work independently with minimal direction. This is an onsite position, 5 days per week (Mon-Fri). Job Responsibilities: Front desk: Greet and assist all visitors, provide directions as needed, and promptly notify hosts when their guests arrive. Provide and track temporary access cards for employees and approved guests, follow up on outstanding or unreturned cards, and report any discrepancies or access-related issues to the Facilities Manager. Receive and sign for incoming deliveries as required. Support Facilities programs, including bike storage, the Pooch Program (dog program), and the employee lunch program. Proactively identify and communicate office procurement and replenishment needs to the Facilities Manager, including snacks, coffee, supplies, and maintenance requirements. Maintain positive, professional relationships with Facilities vendors and service providers. Mail/Shipping & Receiving (priority): Sort , scan, and distribute incoming mail to the appropriate teams and departments. Coordinate the shipment of items including laptops, devices, swag, documents, prototypes, confidential materials, and other company items. Support shipping requests across the organization, including Executive, HR, IT, PR, R&D, Legal, and other teams. Coordinate domestic and international shipments, ensuring required shipping information, HS/HTS codes, declared values, cost centres, and other relevant details are accurately documented. Track shipments and provide status updates to requesters as needed. Liaise with courier providers to resolve shipping issues, including customs, delivery exceptions, and shipment redirection. Pick up and drop off mail and packages at local courier/access points within walking distance of the office. Deliver valuable, confidential, or department-specific packages to the appropriate teams within the office and notify the relevant point of contact. Meeting & Event Support: Assist with catering orders and coordination for internal and external meetings and events. Coordinate event requirements with meeting and event hosts, ensuring necessary details are captured in advance. Support the setup and execution of company events, including catered lunches, breakfast events, happy hours, after-hours events, annual events, panel discussions, and other office functions. Provide AV support for meetings and events. Prepare meeting and event spaces, including catering setup, coffee and beverage service, water, snacks, room arrange…

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