Job Description

Senior Workplace Coordinator
Commercial Facility Management
Toronto, Ontario
Temp-Direct hire
Our client, a global consulting company in the engineering, real estate, architecture industries, is seeking to find a Senior Workplace Coordinator for their Toronto office. This opportunity will be a contract position (approx. 6 months to 1 year) with strong potential to become permanent. You will be working cross-departmentally to support workplace operations and facility management in an exciting, fast-paced environment. This role is 100% in-office. We are looking for someone with facility management or commercial property management experience who has a keen eye for detail, exemplary organizational skills, excellent communication skills, and a positive and professional attitude.
Provide a comprehensive Workplace Operations Management service including providing high quality customer service and technical support provision to all the users of the Toronto office. Understanding and using relevant Facilities Management procedures and processes to ensure consistency and compliance. Maintain office operations by receiving and distributing communications; maintain supplies and equipment; assist the office staff with Workplace projects, systems, and procedures. Support Workplace Operations (Ops) Regional Manager in the management of the office and provision of the facilities management agreed services for the office.
Key Duties & Responsibilities:

• Work as a team to provide the agreed facilities management service, including the provision of a reception service as back up support.
• Supports Regional Manager with occupancy data analysis and preparation; vendor onboarding & obtaining vendor quotes as required
• Acts as back up for Regional Manager when required
• Respond to customer queries in person, by email and phone to provide effective customer service.
• Maintains Workplace Ops procedures in compliance with corporate processes/ policies.
• Resolve day-to-day office operational issues and escalate appropriately where necessary.
• Understand and use Facilities Management procedures and processes to carry out and record relevant tasks and activities.
• Maintains office and breakroom supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items.
• Strong understanding of meeting room AV equipment (e.g. Clickshare, Microsoft Surface Hub, etc.) functionality and troubleshooting is required
• Liaison to Property Management/Property Maintenance. Coordinate building/suite access badges for staff.
• Use Facilities Management tools including helpdesk, document management, and booking systems to accurately record information and escalate any issues.
• Order regionally for line manager-requested new hire computer peripherals. For local new hires, review authorization documents and complete/submit employer section of verifications.
• Provide virtual Workplace Ops support to other offices within region.
• Coordinates catering, set up/tear down of internal/client meetings and events as needed.
• Maintain schedule and coordination of conference room meeting spaces.
• Be onsite for and assist with office moves. To include but not limited to assisting with coordinating of vendors, relocation of files, assisting in decommissioning of existing space and organizing of new space.

Qualifications:

• Previous experience in facilities/property management and corporate administrative is required.
• Special considerations, specific technical experience, skills, etc. including Proficiency in Microsoft Office; Share Point, Oracle.
• Excellent communication skills.
• Potential travel to other offices in GTA is required for this position.
• Project a professional image in person, on the phone and in writing.
• Strong Microsoft Office skills (Teams, Word, Excel, PowerPoint, SharePoint, Smartsheet, Visio)
• Strong Interpersonal and organizational skills.
• Exercises discretion and confidentiality.
• Deals effectively with rapidly changing priorities and last-minute deadlines.
• Detail-oriented, dependable, proactive and ability to work with minimum supervision.

Compensation:
The successful candidate will receive an hourly wage equivalent to $55,000-60,000 dependent on experience.
Similar Job Titles:
Facilities Coordinator
Assistant Facility Manager
Capital Projects Coordinator
Commercial Property Administrator
Office Manager
Only candidates with authorization to legally work in Canada will be considered. Due to the high volume of applicants, we are only able to contact candidates who are shortlisted.

Skills Required