Coordinator, Administration

Location: Montreal

Position Summary:

The Coordinator, Corporate Administration ensures the smooth, consistent delivery of the administrative, facilities and workplace services that support day-to-day operations at MSC Canada. This position is one of two Coordinators who together form the Administration & Facilities team for the Montreal office. Both positions carry the same title, grade and level of accountability; what differs is the stream each one owns.

Position Summary:

The Coordinator, Corporate Administration ensures the smooth, consistent delivery of the administrative, facilities and workplace services that support day-to-day operations at MSC Canada. This position is one of two Coordinators who together form the Administration & Facilities team for the Montreal office. Both positions carry the same title, grade and level of accountability; what differs is the stream each one owns.
This position is the primary point person for facilities, real estate and installations. The focus is on maintaining the workplace, supporting the employee experience, and ensuring the facility continues to operate effectively — from building and landlord relationships and vendor management through space planning, office installations, fit-outs and internal moves.
Equally important, this position is the designated backup to the Administration & Front Desk Coordinator. Both Coordinators are fully cross trained on the same processes and procedures so that either person can effectively support the other’s responsibilities when needed, with no visible drop-in service to employees or visitors. Each is a primary owner within their own stream and a partner in the overall success of the office.
Both positions report to the Manager, Administration, who is based in Montreal and provides coverage across both the Montreal, Vancouver and Toronto/Mississauga offices. This role is to be hired and in the interim, employees report to the Chief People and Administration Officer. The role combines planning with hands-on execution: anticipating what the office will need, coordinating external providers and contractors, tracking spends and service levels, preparing clear reports to support decision-making, and stepping in on events and executive requests when required.
THE TWO-PERSON COVERAGE MODEL
This role is designed around a deliberate separation of ownership with full mutual coverage. Candidates should understand the model before applying:

Primary - Facilities, Real Estate & Installations (this posting; primary owner):
The primary point person for facilities, real estate and installation-related responsibilities, focused on maintaining the workplace, supporting the employee experience, and keeping the facility operating effectively.
Secondary - Administration & Front Desk:
Acts as a secondary to the Front Desk Office Coordinator— consistency that is essential to a strong employee and visitor experience.
Cross-coverage:
This position provides front-desk and administrative coverage when required. Both Coordinators are fully cross-trained so that either can seamlessly assume the other’s duties during absences, vacation, peak periods or unplanned events.
Shared accountability:
Both are primary owners within their respective responsibilities and partners in the overall success of the office. Neither stream succeeds on its own.
Documented delegation:
The two Coordinators jointly maintain a written delegation of day-to-day responsibilities, reviewed periodically with the Director, so that ownership, escalation paths and coverage arrangements remain clear and current.
Indicative time allocation:
Approximately 70% facilities, real estate and installations; approximately 30% corporate administration and front-desk coverage. The balance shifts with…