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 arrangements, flip charts, and other required office supplies. 

• Assist with event clean-up and resetting meeting and event spaces following events. 

 

Office Space & Booking Support: 

• Assist employees with office space and booking needs, including individual workspace reservations, meeting rooms, and the Pooch Program. 

• Provide support with Envoy and Outlook booking processes and help ensure the appropriate booking procedures are followed. 

• Coordinate and adjust space bookings as needed to accommodate meeting and workplace requirements. 

• Identify booking conflicts or issues and escalate them to the Facilities Manager as needed. 

 

General Office & Administrative Support: 

• Assist employees with general office and workplace-related requests. 

• Provide printing, document, and administrative support as needed. 

• Provide employees with required forms and workplace information as needed. 

• Provide administrative and operational support to the Facilities Manager. 

• Perform other duties as assigned. 

The Perks:

• Flexible hours and hybrid remote working environment
• Subsidized in-office lunches
• Four extended long weekends in the summer
• Full benefits starting from your first day
• Work From Anywhere Program for up to 3 months (90 days)
• Lifestyle spending account
• Free Kobo device + free weekly e-book or audiobook
• Weekly Kobo Spark sessions
• Dog friendly office

About Rakuten Kobo Inc.
Rakuten Kobo Inc. is the world’s digital bookseller created by and for booklovers. Owned by Tokyo-based Rakuten Group, Inc. and headquartered in Toronto, Rakuten Kobo’s millions of worldwide users can read anytime, anywhere, and on any device. With a mission to make reading lives better for all, Rakuten Kobo connects readers to stories using thoughtful and personalized curation of eBooks and audiobooks, and the best dedicated eReaders and apps for reading. With the singular focus of making reading lives the best they can be, Kobo’s open platform allows people to fit reading into more moments in their busy lives. To learn more about Rakuten Kobo, visit www.kobo.com.

Rakuten Kobo Inc. is an equal opportunity employer. Accessibility accommodations for candidates with disabilities participating in the selection process are available on request. Any information received related to accommodation needs of applicants will be addressed confidentially.  

Rakuten Kobo would like to thank all applicants for their interest in this role however only qualified candidates will be shortlisted.  

#RKIND

Five Principles for Success
Our worldwide practices describe specific behaviors that make Rakuten unique and united across the world. We expect Rakuten employees to model these 5 Shugi Principles of Success.

Always improve, Always Advance - Only be satisfied with complete success - Kaizen
Passionately Professional - Take an uncompromising approach to your work and be determined to be the best
Hypothesize - Practice - Validate – Shikumika - Use the Rakuten Cycle to succeed in unknown territory
Maximize Customer Satisfaction - The greatest satisfaction for our teams is seeing their customers smile
Speed!! Speed!! Speed!! - Always be conscious of time - take charge, set clear goals, and engage your team

Rakuten is an equal opportunity employer. Accessibility accommodations for candidates with disabilities participating in the selection process are available on request. Any information received related to accommodation needs of applicants will be addressed confidentially. 

As part of our Rakuten interview process, we encourage applicants to use their own words, rather than AI-generated content. Tell us your story in a way that's personal and authentic.

Rakuten would like to thank all applicants for their interest in this role however only qualified candidates will be shortlisted.

Beware of fraudulent job offers claiming to be from Rakuten. Rakuten does not send unsolicited job offers or request money during the recruitment process. Learn more: https://rakutenemploymentalert.com/

At the time of posting, Rakuten expects the compensation for this role to be within the range shown below. Individual compensation may vary based on job-related factors, including the skills, qualifications, and experience of the successful candidate as well as business need and geographic location. The successful applicant for this role may be eligible for employee benefits as the company implements.

CAD $48,400.00 - 67,583.50 annually