Coordinator, Workplace Ops

Summary

Join Wealthsimple's Workplace Ops team as a Coordinator to manage front desk operations, coordinate facilities requests, and support employees and guests. You will handle daily operational tasks, including maintenance repairs, vendor liaison, and administrative duties. The role involves front desk coordination, facilities and operational support, and community and on-site event support. This in-office position requires managing daily operations, responding to employee requests, and interfacing with guests and vendors. You will also oversee facility requests, manage vendors, and coordinate various programs and events. The position is full-time, Monday-Friday, 8:00am-4:30pm.

Responsibilities

• Manage daily in-office operations and provide general support to the team
• Answer general queries from staff, manage seat booking requests, sort mail and handle access pass distribution
• Support employee requests, monitor the internal office communication channel & workplace management tool, Eden, daily - actioning same day requests
• Interface with guests visiting the office as well as providing support to clients by triaging requests to the Customer Experience Team
• Liaison with on-site facility vendors who provide services for our food program, cleaning service, maintenance/repairs, as well as collaborating with our building operator on base building issues
• Carry out administrative tasks for a range of programs including coworking, travel and team on-sites etc
• Sort inbound mail & deliveries, coordinating internal distribution and arranging outbound mail couriers
• Oversee facility requests end to end including, overseeing the maintenance ticket system for help desk, lockers, heating/cooling, lights out, leaks and other requests
• Scheduling repairs accordingly based on these tickets
• Manage 3rd party facility vendors while on-site (pest control, compost, C02 machines, plant care etc.) providing vendors access, verifying work completion & tracking invoices
• Coordinate general maintenance repairs with 3rd party vendors, coordinating seasonal transitional maintenance, tracking preventative maintenance requests and ad hoc projects
• Coordinate the food service program, updating daily lunch count, monitoring fluctuations, tracking lunch feedback making necessary adjustments
• Monitor service levels based on desk booking/occupancy, aligning lunch, pantry, coffee, and cleaning services based on in office numbers
• Oversee weekly coworking logistics (employee pass management and room booking) for 3 hub cities located across Canada
• Coordinate Health & Safety measures, conducting regular safety checks - fire extinguisher, AED, first aid kit supplies, chairing the JHSC and flagging safety concerns and overall compliance, coordinating fire warden & first aid training, preparing for annual fire drill pre-training and communications
• Assist with or lead special projects: office openings, vendor sourcing, library system development, coordinating task rabbits, locker auditing/monitoring etc
• Support the execution of in person & remote programming, including company-wide events, team building on-sites & community building activities
• Support the end to end experience of employees in-person experience - from travel, to desk booking, room booking & ordering related office supplies
• Coordinate the operations of in-person events with external guests. Including booking additional security, providing door & elevator access, coordinating vendors

Benefits

• Competitive salary
• Retirement savings matching plan using Wealthsimple for Business
• Generous PTO offerings
• A wide variety of peer and company-led Employee Resource Groups (ie. Rainbow, Women of Wealthsimple, Black @ WS)