Workplace Experience Coordinator | Contract | On-Site | Downtown Toronto

Details

Contract: 3 Months

Schedule: Full-Time, On-Site

Location: Downtown Toronto, Ontario

Rate: $23-27 per hour

The Opportunity

We are seeking a highly organised and professional Administrative Coordinator to support the daily operations of a busy corporate office. This role is ideal for someone who enjoys being the face of the office, thrives in a customer-focused setting, and can seamlessly balance reception, office coordination, event support, vendor management, and administrative responsibilities. The successful candidate will work closely with vendors, visitors, employees, and leadership while supporting financial administration, workplace services, and office events.

Key Responsibilities

- Serve as the first point of contact for visitors, clients, vendors, and employees entering the office
- Manage reception and front desk operations, maintaining a professional and welcoming environment
- Coordinate visitor registrations, security procedures, parking passes, and workplace access requirements
- Answer and respond to emails, phone calls, and workplace inquiries in a professional manner
- Coordinate with external vendors, service providers, and building management teams
- Manage invoices, financial documentation, and administrative finance-related processes
- Support workplace operations, facilities coordination, and office services
- Organise and coordinate meetings, boardroom bookings, and visitor hospitality requirements
- Plan and support internal events, employee functions, and client-facing events, including room setup and logistics
- Coordinate office supply inventories and workplace resources
- Manage maintenance requests,



janitorial services, and workplace service tickets
- Support employee onboarding activities and workplace setup requirements
- Maintain accurate records, documentation, and administrative files
- Provide general administrative support to office leadership and employees
- Ensure a high standard of customer service and professionalism at all times

What You Bring

- Previous experience in office administration, workplace coordination, reception, facilities support, or administrative coordination
- Strong exposure to finance-related administration such as invoicing, financial coordination, expense processing, accounts payable support, or finance administration
- Experience coordinating meetings, events, workplace activities, or office functions
- Excellent verbal and written English communication skills
- Strong organisational and multi-tasking abilities with exceptional attention to detail
- Professional and polished presentation with strong customer service skills
- Comfortable interacting with senior stakeholders, clients, visitors, and vendors
- Proactive, adaptable, and solutions-focused approach
- Ability to work independently while managing multiple priorities
- Intermediate proficiency in Microsoft Office Suite, including Outlook, Word, and Excel
- Experience supporting workplace operations, facilities management, or vendor coordination is considered an asset

What You Need to Do Now

If you meet the requirements and are interested in this opportunity, please apply directly.

Thank you for your interest. Only candidates selected for an interview will be contacted.

This posting represents an existing vacancy within the organization.

AI tools may be used as part of the screening process.

📌 Workplace Experience Coordinator (Toronto)
🏢 Hays
📍 Toronto