Workspace & Employee Experience Coordinator

The Office Facilities and Employee Experience Coordinator at LGI Healthcare Solutions coordinates activities related to our office spaces and help ensure a positive experience for everyone who works in or visits them.

In this role, you will be responsible for maintaining strong relationships with building landlords and various suppliers (cleaning, supplies, etc.), as well as monitoring and managing our commercial lease agreements.

You will also provide administrative support to the team responsible for communications, corporate events, and employee experience (meeting scheduling, logistical coordination, etc.).

This is a full-time, on-site position located in our strategically situated downtown Montreal offices, within walking distance of public transit (EXO, REM, buses, and metro).

Key Responsibilities:

Office Facilities, Services, and Supplier Coordination

• Serve as the primary point of contact between LGI Healthcare Solutions and the landlords of our office locations, coordinating with internal stakeholders (Legal, Finance, Culture and Talent, IT).
• Coordinate the full lifecycle of service contracts related to leased office spaces (monitoring, quality control, renewals) and ensure delivery of services such as equipment, supplies, parking, cleaning, security, etc.
• Monitor office-related invoices, including receipt, validation, and processing follow-up.
• Coordinate and track office improvement and renovation projects.
• Ensure workplace safety, including access control, alarm systems, emergency procedures, and compliance requirements.
• Coordinate office procedures and implement best practices.
• Liaise with managers at the Quebec City office to align practices and facilitate information sharing.

Reception and Employee Experience

• Welcome LGI employees and visitors to the Montreal office in a courteous and professional manner.
• Coordinate the logistical onboarding of new employees, including office access, equipment setup, welcome gifts, and associated inventory management.
• Manage on-site employee amenities such as fruit, coffee, snacks, beverages, and related ordering and inventory.
• Replenish office and kitchen supplies.
• Ensure collaborative workspaces, conference rooms, and common areas are properly maintained and functioning effectively.
• Apply office policies and ensure compliance with health, safety, and workplace standards.

Administrative Support

• Create, maintain, and manage the office calendar, including activities, events, maintenance, and recurring initiatives.
• Provide administrative support to the Head of Culture and Talent and to the team responsible for communications, corporate events, and employee experience.
• Coordinate administrative and logistical aspects of meetings and corporate events, including vendors, catering, venues, and event logistics.
• Receive, process, and ship orders and mail.

Required Knowledge, Experience, and Skills

• 6–8 years of experience in office facilities coordination, administrative services, or a similar role.
• Experience coordinating projects such as office renovations/improvements and social activities.
• Strong ability to collaborate with a variety of stakeholders.
• Ability to work independently, manage priorities, and solve problems creatively.
• Comfortable working in environments with fluctuating office occupancy levels.
• Up to date on emerging trends in employee well-being and safety, as well as relevant regulations, compliance requirements, and industry standards.
• Certified workplace first aider, or willingness to obtain certification.
• Willingness to travel occasionally to the Quebec City office.

Education

• DEP (Diploma of Vocational Studies) or DEC (Diploma of College Studies) in Administration or a related field. A combination of relevant education and professional experience will be considered. Candidates with significant related experience who do not meet the stated educational requirements are encouraged to apply

Language and Technical Skills

• Excellent spoken and written French
• Must be comfortable with basic English communication
• Proficiency in Microsoft 365.
• Ability to adapt to new technologies and an interest in artificial intelligence.

Why…