Office & Facilities Coordinator

Job Description

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.

Qualifications

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 providers.
• Proficiency with Microsoft Office 365; experience with SAP or similar ERP systems and Concur is an asset.
• Experience using AI productivity tools such as Microsoft Copilot or ChatGPT.
• Strong written and verbal communication skills, with a high level of professionalism, discretion, and confidentiality.

Preferred Education & Certifications

• Post-secondary education in Business Administration, Office Administration, Facilities Management, or a related field is an asset.
• Facilities Management, Office Administration, Project Management, or related certifications are considered an asset.

Additional Information

What Makes Sodexo Different: 

Working with Sodexo is more than a job; it’s a chance to be part of something greater because we believe our everyday actions have a big impact. You belong  in a company that allows you to act with purpose and thrive in your own way. In addition, we offer: 

• Flexible work environment   

• Competitive compensation & great employee benefits  

• Training and development programs   

• Countless opportunities for growth   

• Corporate responsibility & sustainability   

• An award-winning employer for Sustainability, Diversity & Inclusion, Corporate Social Responsibility, and much more. View Sodexo’s latest awards here 

• And so much more!      

Sodexo is committed to Employment Equity and Diversity. We do not discriminate against any employee or applicant for employment because of national origin, race, religion, ethnic group, age, disability, gender, sexual preference, sexual or gender identity, status as a veteran or any other federal, provincial or local protected class.   

We welcome and encourage applications from people with disabilities. Accommodation is available on request from candidates taking part in all aspects of the selection process.   

Sodexo is committed to providing a safe and healthy working environment for our team members, customers, clients, contractors, business partners, guests, and members of the public with whom we regularly interact. We require that all new hires in hospitals, long term care facilities, and senior homes to be fully vaccinated against COVID-19 and may require any other new hires to be fully vaccinated based on the location and scope of their employment. 

Thank you for your interest in Sodexo. 

Please note that only those candidates under consideration will be contacted.  

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Compensation: 65000 to 75000 (CAD) (YEARLY)