Bilingual Office & Facilities Coordinator (70314548

As the Bilingual Office & Facilities Coordinator, you will be the driving force behind creating an exceptional workplace experience at our Etobicoke Head Office while providing virtual support to our Montreal office where appropriate. Acting as the face of the office and a trusted partner to employees, leaders, vendors, and external stakeholders, you will ensure the workplace runs smoothly, efficiently, and professionally every day.

This role combines workplace experience, facilities coordination, financial administration, vendor management, and business support. You will take ownership of office operations, proactively resolve issues, manage key vendor relationships, coordinate facilities activities, support budgeting and invoice processing, and identify opportunities to improve processes through technology and AI-enabled solutions. Success in this role requires a strong customer service mindset, exceptional organization, attention to detail, and a genuine pride in maintaining a welcoming and high-performing workplace.

As a Bilingual Office & Facilities Coordinator, you will:

Workplace Experience & Office Operations

• Own and continuously enhance the workplace experience for employees and visitors in the Etobicoke Head Office.
• Welcome employees, guests, candidates, and vendors while serving as a professional ambassador for the organization
• Serve as a primary point of contact for employees, visitors, and vendors by managing the office mailbox, answering incoming calls, and coordinating timely responses to workplace inquiries
• Coordinate office operations including meeting rooms, catering, mail services, office supplies, workplace amenities, and common areas.
• Plan and support employee engagement activities, wellness initiatives, celebrations, and office events.
• Oversee workplace service programs, including office amenities and snack programs, ensuring a high-quality employee experience.

Facilities & Vendor Management

• Act as the primary liaison with the building landlord, property management team, and workplace service providers.
• Coordinate maintenance requests, repairs, office improvements, and preventative maintenance activities.
• Ensure landlord approvals, building requirements, and workplace compliance activities are obtained, managed effectively, and communicated appropriately to employees.
• Manage relationships with facilities contractors, office suppliers, courier services, banking partners, confidential shredding providers, off-site storage vendors, and other workplace service providers.
• Support workplace logistics including office access, security coordination, office moves, and space management.
• Provide facilities coordination support for the Montreal office remotely, where practical.
• Manage the company's off-site storage provider and maintain accurate inventory records.

Financial Administration & Budget Coordination

• Process office and facilities invoices, coordinate approvals, monitor payment status, and resolve routine vendor inquiries.
• Support facilities budget administration through expense tracking, reconciliations, reporting, and invoice management.
• Coordinate banking activities, deposits, and related documentation.
• Maintain accurate facilities, vendor, inventory, asset, and administrative records.

Technology & Continuous Improvement

• Identify opportunities to simplify administrative processes and improve operational efficiency.
• Leverage AI and technology solutions, including Microsoft Copilot and other productivity tools, to automate tasks and streamline workflows.
• Support continuous improvement initiatives that enhance employee experience and administrative effectiveness.

Administrative & Executive Support

• Provide administrative and operational support to Head Office teams as required.
• Act as backup support for Executive Assistant activities, including travel coordination, meeting logistics, scheduling support, expense administration, and general executive support during absences or peak periods.
• Provide basic support and troubleshooting for meeting room technology and office equipment.

Health, Safety & Workplace Compliance

• Participate in workplace health and safety initiatives and support a culture of operational excellence and continuous improvement.
• Promote a safe, compliant, and well-maintained workplace environment for employees and visitors.
• Support the organization's commitment to a zero-harm safety culture.

What You'll Need to Succeed

• Bilingual in English and French, with strong verbal and written communication skills in both languages.
• 3-5 years of experience in office administration, workplace operations, facilities coordination, office management, or a similar business support role.
• Experience managing vendors, facilities services, invoices, budgets, inventory, and office operations.
• Strong customer service, organizational, and time management skills.
• Demonstrated ability to manage multiple priorities and work independently.
• Experience coordinating landlords, contractors, and external service…