Workplace Coordinator (Part-Time) - Jobs in Toronto, Ontario

Job DescriptionWorkplace Management (60%)

Keep our Toronto and Kelowna offices running like clockwork: clean, functional, and buzzing with energy
Handle office logistics including ordering supplies, grocery deliveries, mail distribution, organizing office events, and more
Be the go to contact for all things offices: build and maintain strong relationships with building management, vendors, and suppliers. This includes negotiating contracts, managing services, and addressing workspace-related issues or disputes.
Serve as the in-office point of contact for IT needs, including coordinating laptop loans and managing office equipment in partnership with our remote IT team.
Manage office operations for special events, including executive meetings and offsite events within the AMER region.
Oversee the use of shared spaces for company events and optimize the in-office experience for employees.

Shared Working SpacesWe currently utilise shared working spaces across the US where there is no dedicated office:

Manage relationships with shared working space vendors globally, ensuring team needs are met

Own our internal travel system (Navan): provide support, troubleshoot, and keep things reconciled
Partner with budget owners and Navan’s account team to manage spend and process improvements

Employee Experience (20%):

Lead onboarding/offboarding touchpoints (new hire gifts, Slack announcements, access removal, etc.)
Drive milestone celebrations (birthdays, anniversaries, recognition gifts)
Manage swag inventory and distribution across the region
Create an engaging workplace culture through volunteer opportunities and wellness activities

Plan and organize social events (lunches, holiday parties, etc.) in collaboration with AMER region stakeholders and within budget.
Coordinate team-specific recognition and appreciation initiatives as requested by leaders.

Manage logistics for executive meetings or other special events, including space booking, catering, and end-to-end event coordination, within budget.

People Team Administration (20%):

Provide support on HR Admin such as issuing employee letters (travel, general requests, etc) and employee data updates within HRIS (BambooHR) within an accurate and timely manner
Support recruitment in new hire processes such as background checks and system onboarding (Go1, Lattice, SmartRecruiters)
Prepare offboarding acknowledgement letters, trigger off-boarding processes via HRIS and liaise with internal departments to ensure a smooth exit.
Process invoices submitted via Asana related to employee training or learning and development, as per Ignition’s Education Allowance policy and process.
Support health insuranceamp; RRSP enrollment
Provide administrative support to the People Business Partneramp; Talent Acquisition Manager as needed and support ad hoc requests/projects.

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