Coordinateur de bureau et RH / Facilities & HR Coordinator

Barilla Group; Montreal; Hybrid; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a detail-oriented HR Facilities Administrator to enhance the workplace environment in Montreal. This dynamic role combines administrative, facilities, and HR support, requiring a proactive individual who excels in coordination and multitasking. You will be responsible for onboarding new hires, managing office services, and ensuring a welcoming atmosphere. Join a forward-thinking company that values both employee wellbeing and environmental sustainability, and contribute to creating an engaging workplace where everyone can thrive.

Qualifications

• Proven experience in facilities coordination or office administration.
• Strong organizational and multitasking skills with attention to detail.

Responsibilities

• Support onboarding by preparing materials and coordinating welcome activities.
• Manage day-to-day facilities requests and ensure office spaces are organized.

Skills

Organizational Skills

Multitasking

Communication Skills

Interpersonal Skills

Attention to Detail

Proactive Attitude

Education

Experience in Facilities Coordination

Experience in Office Administration

HR or Administrative Support Experience

Tools

Microsoft Office Suite

Job description

Barilla is an Italian family-owned food company. Established in 1877, it’s now an international Group present in more than 100 countries.

A world leader in the markets of pasta and ready-to-use sauces in continental Europe, bakery products in Italy, and crispbread in Scandinavia, the Barilla Group is recognized worldwide as a symbol of Italian know-how.

Good for You, Good for the Planet is Barilla’s purpose and only way each person in the Group works and of which is ambassador. It means caring for the wellbeing of people and the planet in everything Barilla does, from the field to consumption; it also means promoting open and transparent working relationships in the communities Barilla is part of.

Job Purpose:

The HR Facilities Administrator will support the daily operations of our Montreal office and contribute to creating a welcoming, efficient, and engaging workplace environment. This role combines administrative, facilities, and HR support responsibilities, requiring a detail-oriented and adaptable individual who thrives on coordination and multitasking.

Key Accountabilities:

1. Support onboarding efforts by preparing materials, coordinating welcome activities, and assisting with orientation logistics (setting up initial Agenda for new hire, scheduling Outlook invitations, writing organizational announcements etc.).
2. Coordinate with vendors for office services such as cleaning, repairs, and supply deliveries.
3. Support HR initiatives and events, ensuring smooth execution and excellent attention to detail.
4. Manage, track, and resolve day-to-day facilities requests including maintenance tickets, building repairs, employee space planning and follow-up with vendors.
5. Coordinate employee add/move/change process and weekly maintenance of facilities tracker and space plans.
6. Monitor and process Human Resources & Facilities department invoices to ensure proper payment.
7. Order and coordinate lunches for company events, meetings, and training sessions.
8. Prepare conference rooms for events, including seating arrangements, technology setup, and materials distribution.
9. Ensure conference rooms, common areas, and office spaces are clean and organized, including wiping down screens, desktops, and shared surfaces as needed, emptying dishwasher, replenishing fridge and snacks, seasonal decorations etc.
10. Order and maintain an inventory of office, cafeteria and breakroom supplies.
11. Address minor facility-related issues and liaise with building management for repairs or larger concerns.
12. Prepare new hire workspaces, including assembling desks, organizing office supplies, and ensuring necessary technology is ready with IT Specialist.
13. Serve as the main point of contact for facilities-related inquiries and requests.

Additional Information:

1. Proven experience in facilities coordination, office administration, or a similar role.
2. Strong organizational and multitasking skills, with a focus on attention to detail.
3. Excellent communication and interpersonal skills.
4. Proficiency with office technology and software, including Microsoft Office Suite (Word, Excel, Outlook).
5. Ability to lift and move office supplies and equipment as needed.
6. Preferred experience working in an HR or administrative support capacity.
7. A proactive and positive attitude with a “can-do” mindset.

In office presence 4x week mandatory. Option to work from home 1x per week. Variable working hours available; 7.5 working hours per day with 1 hour break (30 min paid/30 min unpaid). Total: 40 hours paid.

Barilla is an equal opportunity employer. It is the policy of Barilla to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, religion, gender, national origin, age, disability, genetic information, veteran status or any other classification protected by federal, state and local laws and ordinances, nationally and internationally. Other classifications include, but are not limited to, family status, health status, multicultural differences, political ideas and sexual orientation.