Position: Operations Coordinator

Location: Waterloo, ON (In-Office)

Compensation: $75,000 to $85,000

Human-First Hiring Process

At Qubic, we value human expertise. We do not use AI tools to screen our candidates. Every resume submitted is personally reviewed by a member of our team to ensure we are seeing the true potential of every applicant.

Company Overview

Qubic is a leading-edge technology company focused on the development of advanced quantum hardware. We are building the industrial standard for the quantum future, moving complex research into large-scale reality. We aren’t just a team of scientists and engineers; we are a group of innovators who value technical rigour, transparency, and a high-performance culture based around creativity and collaboration. At Qubic, we believe that world-class breakthroughs require a world-class operational foundation, and we are looking for the right person to help us build it.

Role Overview

The Office Coordinator is the operational heartbeat of Qubic. In this role, you aren’t just managing a space; you are ensuring that our interdisciplinary team of scientists, engineers, and researchers has the environment, tools, and support they need to solve the world’s most complex technical challenges. Reporting directly to the COO, you will act as a determined, high-impact partner who takes full ownership of our facility’s daily performance. This is a role for an ambitious professional who wants to lead by example, build scalable operational systems, and grow alongside a leading-edge quantum hardware company.

Key Responsibilities:

Facility Stewardship and Technical Logistics

- Take full ownership of daily facility operations including specialized vendor management, janitorial oversight, and facility repairs.
- Direct the procurement of office and laboratory consumables to ensure zero disruption to ongoing technical workflows.
- Lead the logistics for hardware output including the careful packaging, handling, and shipping of sensitive scientific devices and components.
- Manage high-stakes shipping and receiving for incoming specialized equipment, hazardous materials, and international couriers.




- Act as the primary point of contact for building landlords, security services, and local utilities to ensure 100% facility uptime and security.
- Draft and maintain a comprehensive Office Operations Manual to document all processes including hardware handling for future scalability and site expansions.

Team Culture and Onboarding Integration

- Act as a visible culture champion ensuring the office environment reflects Qubic’s values of technical excellence, scientific rigour, and collaboration.
- Lead the planning and execution of internal and external events including board meetings, investor visits, and team-building retreats.
- Directly manage the administrative aspects of the employee lifecycle including workspace setup, facility access, and the preparation of specialized onboarding kits for all new hires and interns.
- Manage company-wide internal communications to ensure the team remains aligned on operational updates and social initiatives.

Administrative Management and Strategic Growth

- Own the office operational budget providing monthly reporting on spend and identifying opportunities for cost-savings and vendor consolidation.
- Implement and manage digital tools for visitor management, room booking, and expense tracking to eliminate manual bottlenecks.
- Provide high-level administrative support to the leadership team including complex travel itineraries and presentation preparation.
- Lead the planning for future office footprint expansion including space planning, move logistics, and current site setup.

What You Bring to the Team

Education and Experience

- 3 to 5 years of proven experience in office management, operations, or senior administration within a high-growth startup or technical/scientific environment.




- A determined and growth-oriented mindset with a genuine desire to build an operational department from the ground up.
- Proven record of contributing to interdisciplinary teams and managing complex, multi-functional environments.

Technical and Professional Expertise

- Exceptional multi-tasking skills with the ability to stay calm and organized under pressure in a fast-paced setting.
- Strong interpersonal skills with the ability to act as a trusted confidant and role model for a diverse team of professionals.
- Proactive problem-solving skills with a track record of identifying operational gaps and building systems to fix them.
- High proficiency in modern office software and digital tools for project management and budget tracking.

Diversity and Inclusion

At Qubic, we believe that diverse perspectives drive the innovation necessary to solve the world's most complex technical challenges. We are committed to building a team that reflects a variety of backgrounds, perspectives, and skills. We prioritize creating an inclusive environment where every team member regardless of race, colour, religion, gender, sexual orientation, gender identity, national origin, age, disability, or veteran status feels valued, respected, and empowered to do their best work.

AODA Compliance

In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), Qubic is committed to providing accommodations for people with disabilities. If you require an accommodation at any stage of the application or interview process, please let us know and we will work with you to meet your need

Pay: $75,000.00-$85,000.00 per year

Benefits:

- Casual dress
- Commuter benefits
- Company events
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off

Application question(s):

- Are you able to work 100% in-office at our Waterloo hub?
- Have you ever been responsible for managing external vendors, facility maintenance, or complex logistics for a professional team?

Experience:

- Office: 3 years (required)

Work Location: In person

📌 Office Coordinator (Canada)
🏢 Qubic
📍 Canada