Business Support Coordinator (12-Month Contract)

What You’ll Do :

Create an exceptional workplace experience:
Act as the primary point of contact for our Toronto and Santa Clara offices.

Ensure our offices are welcoming, organized, fully stocked, and ready for employees and visitors every day.

Build strong relationships with building management, cleaning services, and other office vendors.

Manage office supplies, snacks, IT equipment, and company swag, ensuring inventory levels are maintained.

Keep our kitchen and shared spaces organized, ensuring supplies are replenished and daily cleaning standards are met.

Keep the business running smoothly:
Coordinate senior leadership travel, including flights, hotels, and itineraries.

Assist employees with travel expense reports and related administrative support.

Manage office expenses, reconcile company credit cards, and maintain accurate records.

Support our Finance team with day-to-day administrative tasks.

Support our employee experience:
Assist with onboarding new employees, including preparing workstations, coordinating welcome activities, and ensuring a smooth first-day experience.

Provide administrative support to the HR team across a variety of people-related activities.

Assist with offboarding activities, including coordinating equipment returns, system access requests, and documentation.

Respond to general employee inquiries and direct requests to the appropriate HR team members.

Bring our culture to life:
Plan and coordinate office celebrations, team events, and employee engagement activities.

Organize onsite and offsite meetings, including executive meetings, ensuring every detail is taken care of.

Look for opportunities to improve office processes, simplify workflows, and create efficiencies as our company scales.

What You’ll Bring
2+ years of experience in office coordination, workplace experience, administrative support, executive support, or a similar role where you’ve had the opportunity to make a positive impact on the employee experience.

A proactive and thoughtful approach — you naturally anticipate what needs to be done, take ownership, and enjoy finding ways to make things run more smoothly.

Strong organizational skills and attention to detail, with the ability to balance multiple priorities while keeping things on track.

A people-first mindset and a genuine desire to create a welcoming, helpful, and positive experience for employees, leaders, and guests.

Experience coordinating travel, managing expenses, or supporting senior leaders is an asset.

You can work independently, use good judgment, and confidently manage day-to-day responsibilities while knowing when to collaborate with others.

You are able to handle confidential information with care, professionalism, and discretion.

You have strong proficiency using Microsoft Office and other workplace productivity tools.