Workplace Coordinator

Overview

Provide facilities management and customer service for Ottawa office.

Key Responsibilities

• equipment maintenance
• helpdesk support
• inventory control
• space planning
• av support
• budget oversight

Tasks

-Maintains Workplace equipment by coordinating preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation. -Respond to customer queries in person, by email and phone to provide an effective customer service. -Use Facilities Management tools including a helpdesk, document management, and booking systems to accurately record information and escalate any issues. -Develop an understanding of Facilities management, health and safety, and environmental management responsibilities and contribute to their compliance. -Work as a team to provide the agreed facilities management service, including the provision of a reception service. -Maintains office and breakroom supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items. -Liaison to Property Management/Property Maintenance. Coordinate building/suite access badges for staff. Communicate office suite issues with Corporate Real Estate when needed. -Answer phone calls and greet clients/guests in a professional and positive manner. Forward information by receiving and distributing communications; collecting and mailing correspondence; disseminating messages to appropriate staff. -Responsible for maintaining onsite and offsite file maintenance and archiving (Iron Mountain). -Be onsite for and assist with office moves. To include but not limited to assisting with coordinating of vendors, relocation of files, assisting in decommissioning of existing space and organizing of new space. -Maintain schedule and coordination of conference room meeting spaces. -Understand and use Facilities Management procedures and processes to carry out and record relevant tasks and activities. -Provide virtual Workplace Ops support to other offices within region. -Manages office overhead budget, explains variances. Works with Indirect Project Manager, Regional Workplace Ops Manager, and Program Manager to review office budget as needed. -Resolve day to day office operational issues and escalate appropriately where necessary. -Supports and enhances the office by taking ownership of Workplace Ops/office procedures/ functions; proactively explores opportunities to add value to the office and staff. Maintains Workplace Ops procedures in compliance with corporate processes/ policies. -Coordinates catering, set up/tear down of internal/client meetings and events as needed. -Order regionally for line manager-requested new hire computer peripherals. For local new hires, review authorization documents and complete/submit employer section of verifications. -Maintain and troubleshoot AV equipment; ensure proper functionality and operation for meetings, events, and presentations.

Requirements

• notary
• microsoft office
• communication
• travel
• facilities management
• detail

What You Bring

-Notary certification preferred but not mandatory -Special considerations, specific technical experience, skills, etc. including: Proficiency in Microsoft Office; excellent communication skills. -Potential travel required for this position. -Previous experience in a facilities management, administrative or customer service role. (Preferred) -Minimum years of experience: 2-4 years -Positive attitude and high level of attention to detail

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About Talentsphere Staffing Solutions

-Combining nimble, tech-enabled sourcing with niche industry know-how, they fill roles ranging from temporary and contract to executive leadership. -Their consultants work sectors such as IT, data analytics, life sciences, construction, finance, marketing, HR and engineering. -They’ve helped clients execute major projects—from tech system rollouts to executive hires—by delivering tailored talent fast. -With a consultancy mindset, they’ve positioned themselves for hands-on partnerships, acting as strategic talent advisors rather than just recruiters. -They stand out by offering both speed on temporary and interim needs, and thorough executive search when senior leadership is at stake. -Operating across major Canadian cities and the U.S., they bring local market insight to every placement.

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