Job Description

1.

About Us:

Established in 1989, Western Research Parks are one of Canada's leading science and technology parks, supporting innovation and commercialization at Western University. Bringing together industry, academia, government, and not-for-profit organizations, the Parks foster collaboration in research translation, commercialization, and economic development. With a focus on creating spaces and programs that inspire connection and innovation, Western Research Parks helps advance new technologies, support the growth of start-ups and scale-ups, and generate positive social and economic impact in the community.

2.

Purpose of the Role:

The Client Services & Administrative Coordinator plays a key role in ensuring the smooth daily operations of Western Research Parks. The role serves as a welcoming and professional first point of contact for tenants and visitors, while providing essential administrative support to the Parks leadership team. This position contributes to an efficient, organized, and service-oriented environment by coordinating meetings and events, managing communications, supporting tenant services and assisting with operational activities.

3.

Essential Duties & Responsibilities of the Role:

Serve as the first point of contact for tenants, visitors, and external stakeholders by providing a welcoming and professional presence at the Parks' reception area. Respond to general inquiries by phone, email, and in person, and direct them to the appropriate resource as needed. Provide administrative and clerical support to the leadership team, including managing calendars, scheduling meetings, preparing correspondence, and maintaining accurate records. Coordinate meetings, events, and room bookings, ensuring that logistics, catering, and audio-visual requirements are arranged efficiently. Provide on-site assistance during events to ensure smooth delivery. Support tenant relations and community engagement by maintaining positive relationships with tenants, responding promptly to inquiries, and helping to resolve minor service issues in a professional and solutions-oriented manner. Assist with tenant onboarding and move-ins, coordinating orientation activities, access cards, parking permits, and other setup requirements. Maintain and update tenant and operational databases, ensuring the accuracy of contact information, security access, and parking records. Assist with the preparation and distribution of tenant communications, including newsletters, announcements, and notices, and help maintain the Parks' website. Provide basic support for social media posts that highlight tenant milestones and community activities. Provide administrative assistance in coordinating building maintenance and tenant leasehold improvement projects, including scheduling access and liaising with contractors and service providers to ensure smooth coordination. Support the planning and delivery of internal and tenant-facing events and programs, contributing to a welcoming, engaging, and collaborative environment for all members of the Parks community. Support the Parks' health and safety, emergency preparedness, and fire safety programs by assisting with documentation, training coordination, and communication to tenants, ensuring adherence to relevant policies and legislative requirements. Assist with operational and procurement tasks, including tracking office supply inventories, preparing requisitions, and ensuring compliance with approved budgets and procurement policies. Contribute to a positive and professional workplace, maintaining strong working relationships with colleagues and external partners, and supporting an inclusive and service-oriented organizational culture.

4.

Education, Experience and Qualifications:

Education:

Post-secondary diploma or degree in business administration, office administration, communications, or a related field.
Experience:

Minimum three (3) years of administrative or client service experience in a professional setting. Experience in a university, research, or innovation environment is considered an asset. Experience working in a property management, facilities coordination, or tenant services environment is considered an asset.
Knowledge, Skills & Abilities:

Customer service skills with a desire to achieve results in a timely manner. Verbal communication skills to clearly express ideas in an objective manner and adapt communication style to suit the situation and audience. Demonstrated ability to take initiative, work independently, and follow through on work assignments. Ability to apply active listening to hear and understand the complete message being communicated. Competency to maintain confidentiality and treat sensitive information with discretion. Ability to establish rapport and maintain effective working relationships with individuals from diverse backgrounds. Demonstrated ability to understand and resolve client issues with professionalism and sound judgment. Ability to multi-task and maintain an organized, effective personal work environment with strong attention to detail. Adapts readily and effectively to changing priorities and demands. Personable and courteous in working relationships, with a genuine customer service orientation. Ability to demonstrate patience, focus, and thoroughness when completing detailed administrative tasks. Ability to work independently and collaboratively as a member of a team to achieve organizational goals. Intermediate computer skills with Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and comfort with digital databases, websites, and online tools.

Commitment to Equity, Diversity, Inclusion, and Belonging:

Western Research Parks invites applications from all qualified individuals and is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please indicate such in your submission.

We thank all applicants for their interest, however only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Pay: $60,000.00 per year

Benefits:

Dental care Extended health care Life insurance On-site parking RRSP match
Ability to commute/relocate:

London, ON: reliably commute or plan to relocate before starting work (required)
Experience:

Administrative: 3 years (required)
Work Location: In person