People Operations & Office Coordinator

At Kotn, we are reimagining how our everyday items are made and purchased, beginning with your wardrobe and setting a new standard for social impact and traceability. Founded in February 2015, Kotn has been featured in over 80 publications, including The New York Times, GQ, Vogue, and Hypebeast. Kotn was founded in Toronto by three best friends who were fed up with compromising quality, design, sustainability, brand experience, and price.

Kotn is seeking an People Operations & Office Coordinator to support People and office operations, provide administrative support to leadership, and help deliver a thoughtful in-office experience. This is an evolving role that brings together responsibilities that have previously supported office coordination and administrative needs, reflecting the needs of the business today. This is a full-time position based in Toronto, ON.

What You’ll Be Working On:

Employee Lifecycle (40%)

• Maintain accurate and up-to-date employee records and ensure data integrity within the HRIS (HiBob)
• Process employee lifecycle changes including new hires, promotions, compensation changes, leaves, and terminations
• Support offboarding processes, including exit documentation and coordination of system access removal
• Monitor compliance requirements such as policy acknowledgements and mandatory trainings
• Coordinate performance and probationary review cycles, including setup and follow-ups
• Maintain internal documentation and resources to ensure information is current and accessible

Office & Facilities Operations (30%)

• Take ownership of the day-to-day office environment, ensuring it is consistently clean, organized, functional, and welcoming
• Oversee daily upkeep of common areas, meeting rooms, workstations, and kitchen spaces
• Coordinate with building management, cleaners, and service providers for maintenance and repairs
• Lead ordering, restocking, and organization of office supplies, snacks, and kitchen essentials
• Manage incoming and outgoing packages, product samples, and office materials, ensuring they reach the right teams efficiently
• Maintain clear tracking and communication around shipments and office materials

Employee Culture, Events, & Experience (20%)

• Actively contribute to a positive, inclusive in-office experience for employees and visitors
• Plan and support culture moments including birthdays, work anniversary recognitions, celebrations, and office lunches
• Coordinate internal events and team moments, ensuring thoughtful and well-executed in-office experiences

Administrative & Leadership Support (10%)

• Provide flexible administrative support to the CEO and Senior Director as needed (scheduling, meeting prep, follow-ups, and ad hoc requests)
• Assist with basic travel bookings, accommodations, and itinerary coordination as needed
• Maintain clear people operation trackers and basic admin systems to keep work organized and moving
• Handle sensitive information with discretion and confidentiality

What You’ll Bring:

Extreme Organization

You love a tidy, well-run space and take pride in building and maintaining systems

Proactivity & Problem Solving

You see what needs to get done and make it happen, anticipating challenges before they arise

Communication

You’re clear, timely, and thoughtful in your written and verbal communication with teammates, external vendors, and leadership

Discretion & Integrity

You handle confidential information with care and professionalism

Additional Requirements:

• 2+ years of experience in an office, administrative, hospitality, retail, or customer service setting preferred (HR exposure is an asset)
• Comfortable working on-site, 5 days a week
• Available to work occasional early mornings, evenings, or weekends for special meetings, shipments, or events as needed
• Driver’s license is an asset but not required

Title: People Operations & Office Coordinator

Reporting To: Senior Manager, People Operations

Department: People Operations

Compensation: $45,000 - $57,000

This range reflects the scope of the role and allows for growth over time. Final compensation will be based on experience, skill set, and alignment with role responsibilities.